My Meetings — Schedule, Run & Manage

Where to find it

Open My Meetings from your dashboard. You’ll see two tabs:

• Upcoming — meetings that are scheduled, in progress, or still being set up (drafts).
• Past — meetings that have finished or were cancelled.

Each meeting shows a status badge so you can tell at a glance where it stands.

Scheduling a meeting

1. Click Schedule a Meeting.
2. Fill in the details:
   • Title (required) — what the meeting is about.
   • Agenda — the points you want the facilitator to cover.
   • Reference materials / context notes — paste emails, background, or notes for the AI to read before it runs the meeting. The more context, the better it facilitates.
   • Date & time and duration.
   • Invite by email (optional) — anyone you add gets a calendar invite (with an .ics attachment) and a link to join.
3. Save. The meeting lands in Upcoming as Scheduled.

For the difference between phone and video meetings, see Meeting Types — Phone vs. Video.

Quick Start

Need a video call right now, without scheduling anything? Click the green Quick Start button in My Meetings.

1. Add a title and agenda if you like (both optional), and pick an AI agent if you want one in the room.
2. Choose a duration. The default is 10 minutes, and you can pick up to 2 hours.
3. Click Start Video. You go straight into the video room, and the meeting starts right away.
4. Share the meeting link to invite guests. They don’t need a TriLuna account to join.

Quick Start always creates a video meeting. To set up a phone or in-person meeting, use Schedule a Meeting instead.

When the AI facilitator joins

• The AI joins at the scheduled start time — not before. A 3:00 PM meeting gets its facilitator at 3:00 PM.
• People can arrive early. Members can join up to 15 minutes before and talk amongst themselves while they wait.
• A lobby delay can push the AI later. If your group has a lobby wait (say, 5 minutes), the AI joins that long after the start time.

Running a meeting

On a meeting’s detail page you’ll find the controls for its current state:

• Start Now / Start early — bring the AI in immediately instead of waiting for the scheduled time. Handy when everyone’s ready early.
• Join Meeting — connect yourself (audio for phone meetings, the video room for video meetings).
• Mute / Leave — manage your own participation once connected.
• End Meeting — wrap it up for everyone.

While a meeting is in progress, editing is locked — you can’t change its details mid-call.

Duplicating a meeting

Need to run the same meeting again — same agenda, same people, new day? Use Duplicate instead of rebuilding it from scratch.

How to duplicate:

1. Open the meeting you want to copy (any of your own meetings that isn’t currently in progress).
2. Click Duplicate.
3. You land on the new Draft — titled Copy of … — with the date/time pre-filled from the original as a starting point.
4. Click Schedule meeting, change the date/time (and anything else you like), and save. The draft becomes a real Scheduled meeting.

Why a draft? A draft is completely inert. Until you schedule it:

• ✅ Nobody gets dialed or called.
• ✅ No reminders or calendar invites go out.
• ✅ It doesn’t block time on your calendar.

So you can duplicate freely, tweak at your own pace, and only when you hit Schedule does it become a live meeting. If you start a duplicate and don’t finish, it waits for you in Upcoming with a Draft badge — click Discard to throw it away.

Editing, rescheduling & cancelling

• Edit — change the title, agenda, notes, agent, duration, or time. If you change the time and there are people with email addresses on the invite, you’ll be asked whether to email them an updated calendar invite.
• Cancel — call off a scheduled meeting. It moves to Past as Cancelled.
• Start again — a Completed or Cancelled meeting can be relaunched. (To keep the original intact and spin up a separate copy instead, use Duplicate.)

Other handy actions

• Download .ics and Add to Google Calendar — save the meeting to your own calendar app. Both work for phone, video, and in-person meetings. (The public meeting link page offers the same two buttons, Download for iCal / Outlook and Add to Google Calendar — each adds the meeting to that visitor’s own calendar only; nobody else is invited. For an in-person meeting, a Location: line in the agenda becomes the calendar event’s location.)
• Copy invite link — grab the shareable link to send to anyone. For video meetings it shows a countdown and opens the join button shortly before start time. (Guests who join only via a shared link can view and join, but can’t start the meeting early — that’s reserved for members.) Phone and in-person meetings have the same page without a join button: the details, the countdown, and the two Add to Calendar buttons.
• Personal room link — a single, stable link for your own room that always points to your current or next meeting, so you can bookmark it once and reuse it.

After the meeting

Once a meeting completes, open it from the Past tab to find:

• Recording — audio (phone) or audio + video (video meetings).
• Transcript — the full conversation.
• Minutes — an AI-written summary of what was discussed and decided.

These are generated automatically a short while after the meeting ends.

Quick answers

Will duplicating a meeting message or call anyone? No. A duplicate is a draft and stays silent until you schedule it.

Can I duplicate a meeting that’s happening right now? No — duplicate it once it’s finished, or duplicate a different scheduled/past one. (Copying a meeting mid-call isn’t supported.)

The date field was pre-filled with the old time — is that a bug? No. A duplicate starts with the original meeting’s time as a convenient default. Most copies are “same meeting, new day,” so you usually just change the day and schedule.

Where did my draft go? Drafts live in the Upcoming tab with a Draft badge. They stay there until you schedule or discard them.

Can I change a meeting after it’s scheduled? Yes — use Edit any time before it starts. You can’t edit a meeting while it’s in progress.