> ## 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.

# Plan and share a meeting

> Create a meeting before it happens, prepare a shared knowledge space with the agent, invite the people you're meeting, and let the bot join at start.

This is the **prepare-for-a-meeting** flow end to end: plan the meeting, build shared context in a
workspace, hand that context to your attendees, and have the bot show up on time — so everyone
walks in prepared and walks out with the transcript in the same place.

It composes both planes: the meeting record lives in the [meetings domain](/core/meetings), the
prep space is an [agent workspace](/core/agents). You can drive everything from the Terminal UI or
the [API](/api/meetings#plan-a-meeting); both are shown.

## 1. Plan the meeting

In the Terminal's **Meetings** list, click **+ Plan a meeting** — one click creates the meeting
and opens its **prep view**, which is where everything is edited: type the title, pick the time
(quick chips like *Tomorrow 09:00*, or the calendar picker), and paste the Meet/Zoom/Teams link if
you already have it. Everything saves as you go; the link is optional and can be attached any time
before start.

```bash Via the API theme={null}
curl -X POST "$API_BASE/meetings" \
  -H "X-API-Key: $API_KEY" -H "Content-Type: application/json" \
  -d '{"title":"Q3 kickoff with Acme","scheduled_at":"2026-07-10T15:00:00Z",
       "meeting_url":"https://meet.google.com/abc-defg-hij"}'
```

The meeting sits under **Upcoming** with a `Scheduled` badge (or `Planned` until it has a time);
clicking it re-opens the prep view — title, time, link, the auto-join toggle, and the workspace
section below.

<Note>
  Meetings on your calendar can create these records for you — the **Connect your calendar** row
  sits right under the plan button. See [Calendar sync](/how-to/calendar-sync).
</Note>

## 2. Prepare the knowledge space

In the prep view, **bind a workspace**: pick an existing one (say, the client's deal workspace) or
click **+ Create a prep workspace**. This workspace is where the preparation lives — brief, agenda,
open questions, background research.

Now put the agent to work in it: open the workspace and ask for what you need — research the
company from the open web, pull context from your other workspaces, summarize the last meeting's
notes, draft the agenda. Everything it produces is Markdown files in the workspace — reviewable,
editable, versioned.

## 3. Share it with the people you're meeting

Click **Share with attendees** in the prep view. It mints a workspace **invite link** — send it to
your colleagues or the client. Anyone who accepts becomes a member of the prep workspace and gets:

* the **prepared context**, live — workspace edits sync in real time, so you can keep refining it
  together right up to (and during) the call;
* **the meeting itself** — a meeting bound to a workspace is visible to every member: the upcoming
  plan in their Meetings list, the live transcript feed once the bot joins, and the finished
  transcript after.

There is nothing extra to share when the meeting starts — the binding already carries it.

## 4. The bot joins on its own

At start time the bot auto-joins (the **Auto-join** toggle is on by default for any scheduled
meeting with a link — flip it off for meetings you want to keep bot-free, or click **Send bot
now** to bring it in early). Admit the bot like any participant; the transcript starts streaming
to every workspace member.

If the bot *didn't* appear, the meeting row says why — see
[Troubleshooting](/troubleshooting#a-scheduled-meeting-didnt-auto-join).

## 5. After the meeting

The transcript lands on the **same meeting record** you planned — with the title and workspace
binding intact. From here the usual post-meeting composition applies: run a
[post-meeting report](/how-to/post-meeting-report) into the bound workspace, and the notes join
the context the attendees already share.