> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vexa.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Meetings

> A standalone service that plans, captures, stores, and serves meeting data in real time — usable on its own or with agents.

**Meetings is a separate, self-contained service** — a detached domain with its own
[API](/api/meetings). It covers a meeting's **whole life**: plan it (or import it from your
calendar), auto-join it when it starts, capture it natively in real time, and share it — the
transcript stored and served over the API as it happens. Run it entirely on its own as a
meeting-capture backend — no agents required.

It also **composes** with the [agent domain](/core/agents) — the transcript becomes knowledge agents act
on — but that is a composition, not a dependency: meetings stands alone. How the two connect (the
`transcript.v1` → agent bridge) lives in one place: [Modules & seams](/architecture/modules).

## The lifecycle — one meeting, one row

A meeting is **one record from plan to transcript**. It is born in a user-owned *intent* status,
is claimed by the bot lifecycle when the bot joins, and ends terminal — the plan's title, its
workspace binding, and the eventual transcript all live together:

| Phase       | Statuses                                                       | Owned by                        |
| ----------- | -------------------------------------------------------------- | ------------------------------- |
| **Planned** | `idle` (no time) · `scheduled` (time set)                      | you — create/edit/delete freely |
| **Live**    | `requested → joining → awaiting_admission → active → stopping` | the bot lifecycle FSM           |
| **Done**    | `completed` · `failed`                                         | terminal                        |

Sending a bot to a planned meeting (manually or via auto-join) **upgrades the same record in
place** — it is never duplicated, and a planned record can be edited or deleted only while it is
still planned (the FSM is never fought).

### Plan

Create a meeting before it happens with [`POST /meetings`](/api/meetings#plan-a-meeting): a title,
an optional start time, an optional meeting link (Meet/Zoom/Teams — parsed server-side), an
optional [workspace](/concepts#workspace) binding. A plan without a link is fine — attach the link
later; a plan without a time sits in `idle` until you schedule it.

### Import — calendar sync

Connect your calendar with its **secret ICS address** (Google Calendar and Outlook both provide
one — see [Calendar sync](/how-to/calendar-sync)); no OAuth needed. Connecting syncs immediately
and answers with the result — every sync failure is stamped as a human-readable status
(`GET /user/calendar/sync`, shown in the Terminal's calendar panel), never swallowed — failures
are loud here, like everywhere in the lifecycle. A background sweep re-fetches
the feed (default every 5 minutes) and upserts planned meetings:

* **Only events with a recognizable meeting link** import — a dentist appointment is not a
  joinable meeting.
* **One meeting per calendar event, next occurrence only** — a weekly meeting reuses one link, so
  the importer tracks the next upcoming occurrence; the following one imports after the current
  completes.
* Moves and cancellations follow the feed; a meeting the bot already joined is never touched.
* A meeting you planned manually on the same link is **adopted** (linked to the calendar event),
  not duplicated.

### Auto-join — "scheduled" means the bot comes

A `scheduled` meeting with a link is joined **automatically**: a sweep sends the bot shortly
before the start time (default 60 s lead). Control it per meeting with the **auto-join toggle**
(default on) and globally for imported meetings with the calendar's **auto-join switch**. Two
guarantees:

* **Never hours late** — a meeting whose start passed the grace window (default 10 min) is
  skipped, not joined absurdly late.
* **Failures are loud** — a concurrency-cap or spawn failure stamps a visible error on the
  meeting (`auto_join_error`) instead of silently not showing up. See
  [Troubleshooting](/troubleshooting#a-scheduled-meeting-didnt-auto-join).

### Capture

The bot joins natively, in real time, with no plugins or host configuration — it attends like any
participant, on [**Google Meet**, **Zoom**, and **Microsoft Teams**](/api/meetings#platforms).
Mechanically it is a **browser [container](/concepts#container) spawned by the
[runtime](/core/runtime)** — the same runtime an agent runs in. The speaker-attributed (diarized)
transcript streams live over the [API](/api/meetings) and WebSocket.

### Share — workspaces carry the meeting

Bind a meeting to a shared [workspace](/core/agents) and **every member of that workspace sees
it**: the upcoming plan, the live transcript feed, and the finished transcript. That makes the
prep workflow one motion — prepare context in a workspace, invite the people you're meeting, and
the meeting itself rides along. See [Plan and share a meeting](/how-to/plan-a-meeting).
(Independent one-off transcript share links exist too — no workspace required.)

## From transcript to knowledge

1. The bot captures audio; transcription produces a real-time `transcript.v1` stream.
2. The transcript compiles into the person's [workspace](/concepts#workspace) as Markdown.
3. Agents read it like any other file — and act on it:
   * **Before the meeting** — prepare a briefing in the bound workspace; attendees see it live.
   * **After the meeting** — a dispatch writes notes, decisions, and action items as workspace files.
   * **During the meeting** — a live dispatch surfaces proactive cards (new person, action item,
     decision); see [Meeting copilot](/how-to/live-copilot).