Meetings
Log a meeting with a prospect, in person, by phone, or virtually, then review it afterward. Meetings show on the prospect's timeline, on their pipeline card, and on the Today calendar.
Path: Prospect Details → Activity → Meeting
Create a meeting
- Open the prospect → Activity → Meeting.
- Pick the date and time, Time Zone (defaults to your account's time zone), and Duration.
- Choose the Meeting Owner: the person meeting with the prospect. If they've connected a calendar, click View connected calendars to check their availability.
- Optionally add an Additional Meeting Owner (a second attendee) and an Assistant (a contact the prospect can reach before the meeting).
- Choose the Meeting Type: In-Person, Phone, Virtual, Other, or Unknown.
- Add a Location:
- In-Person: + Office Address fills it from one of your offices.
- Virtual: + Meeting Room fills it with the meeting owner's HiringCenter room, or paste a Zoom or Google Meet link.
- Add Notes. They're confidential and never sent to the prospect. Generate note has HiringCenter AI draft them from the prospect's history.
- Choose what to send (below), then save.
Meeting owners, additional owners, and assistants must be different people.
Confirmations and calendar invites
- Send confirmation to prospect and meeting owner(s). sends a confirmation email and text with the time and location. Pick the Sender, and optionally BCC Additional Users. If the prospect's email isn't valid, only the meeting owner gets the email, and texts still go out if the prospect has a phone number.
- Send a calendar invite to the prospect and meeting owner(s). needs a connected Google or Microsoft calendar for the meeting owner or additional owner. See Connected email and calendar.
After you save, HiringCenter may suggest moving the prospect to a better stage. Click Move to … or Not now.
Review a meeting
After a meeting ends, its owners get an email and a text reminding them to review it. Until someone does, the meeting shows Needs Review on the pipeline card and on Today → Calendar → Today.
- Click Review Meeting on the timeline, or Review on Today.
- Meeting Completed?: Yes or No.
- Next Steps: Hire, Pipeline, or Do Not Pursue when it happened; Reschedule or Do Not Pursue when it didn't.
- If it happened, give it a 1 to 5 star Rating.
- Add Additional Feedback, then click Submit Review.
To change a review later, click Edit meeting review.
Meeting colors
On pipeline cards and the prospect's latest-meeting line:
- Blue: upcoming
- Green: reviewed as completed
- Red: reviewed as incomplete
- Gray, with Needs Review: past and not reviewed yet
Who can edit or delete a meeting
The person who created it, the meeting owners, the prospect's owner, and the account owner. Admins can also edit HiringCenter AI meetings.
Video meetings created for you
If you admit someone from a Meeting Room and they stay more than 15 seconds, HiringCenter adds a Virtual Meeting to that prospect when the room ends. It's already reviewed as Completed, and the location is the room link. You can still edit it. See Meeting Rooms.
Those meetings store a transcript and AI notes. Open the meeting card to search the transcript. Host-written notes are not overwritten.
Templates
Email and text templates can include {{virtualMeetingRoom}}, which becomes your personal meeting room link if you have one set up.