Scheduling & Managing Your Meetings
Scheduling a Meeting
All Plans
The Schedule tab is your central hub for creating and managing meetings, webinars, and live streams. This guide walks you through creating a new meeting from start to finish — from finding the Schedule tab to seeing your meeting confirmed and ready to launch.
Meetings vs Webinars
Meetings are ideal for smaller, collaborative sessions where all participants can interact. For larger broadcast-style sessions with registration, use Schedule Webinar instead.
Step-by-Step
1
Go to the Schedule tab
From your Admin Panel dashboard, click the orange Schedule card — or select Schedule from the left-hand sidebar navigation. Both take you to the same Schedule page where all your upcoming sessions live.
Navigation Options
| OPTION | SEE ARTICLE | |
|---|---|---|
| Orange Schedule cardOn the main dashboard, labelled "Meeting, Webinar, Live Stream." Click anywhere on the card. | — | |
| Schedule (left sidebar)The calendar icon in the left navigation panel, always visible from any page. | — | |
2
Click + Schedule Meeting
On the Schedule page, you'll see three columns — Meetings, Webinars, and Live Streams. Click + Schedule Meeting inside the purple Meetings column to open the scheduling modal. If no meetings exist yet, the column will show "No upcoming meetings."
Schedule Page Overview
| COLUMN | SEE ARTICLE | |
|---|---|---|
| Meetings (purple)All your upcoming meetings. Shows a count next to the label. Click + Schedule Meeting to create a new one. | — | |
| Webinars (orange)Separate from meetings — webinars have their own scheduling flow with registration options. | — | |
| Live Streams (green)For broadcast-style live stream sessions. | — | |
| Calendar / List toggleTop-right of the page. Switch between List view (default) and a full Calendar view. | — | |
3
Fill in the meeting details
The Schedule Meeting modal will open. Complete the required fields and any optional settings, then click Schedule Meeting to confirm.
Field Reference
| FIELD | SEE ARTICLE | |
|---|---|---|
| Session Type RequiredRequiredDefaults to Meeting. You can switch to Webinar or Live Stream from this same modal if needed. | — | |
| Title RequiredRequiredThe name of your meeting as it will appear in the schedule and to invitees. | — | |
| Description OptionalOptionalAdd context for participants — agenda, topics, or prep notes. | — | |
| Room RequiredRequiredSelect which Room this meeting will use. Rooms are configured under Rooms in the sidebar. | — | |
| Start Date & Time RequiredRequiredSet the date and start time. The timezone shown below reflects your account timezone. | — | |
| End Date & Time RequiredRequiredSet when the meeting ends. Duration is calculated automatically. | — | |
| Invitees OptionalOptionalEnter email addresses (and optional names). Each invitee receives a personalised email invite once the meeting is saved. | — | |
| Enable Recording OptionalOptionalToggle on to auto-start recording when the meeting begins. Saved to your Recordings library. | — | |
4
Your meeting is confirmed
After clicking Schedule Meeting, a meeting card will appear in the Meetings column showing the title, date, and time. A Start button will appear on the card when it's time to launch the session.
Add invitees later
You can add or update invitees at any time from the Edit Scheduled Meeting page. Invitees will receive a new notification whenever changes are saved.
Scheduling & Managing Your Meetings
Editing a Scheduled Meeting
All Plans
Once a meeting is scheduled, you can update any detail at any time — from the meeting name and room to the date, time, co-host, and invitee list. All changes take effect immediately and invitees are automatically notified.
Step-by-Step
1
Open the Edit Scheduled Meeting page
From the Schedule tab, find your meeting card in the Meetings column and click into it to open the full Edit Scheduled Meeting page. You can also reach this page from the Upcoming Sessions panel on your Dashboard by clicking the Details button next to any listed session.
2
Update Basic Details & Date/Time
The top sections cover Basic Details — the meeting name and room — and Date & Time — start date, start time, duration, and timezone. Update any fields as needed.
Field Reference
| FIELD | SEE ARTICLE | |
|---|---|---|
| Meeting NameUpdate the title of your meeting. Maximum 25 characters. | — | |
| RoomChange which Room the meeting is held in. Select from your configured rooms. | — | |
| Start DatePick a new date using the date picker. | — | |
| Start TimeSet the start time using the hour and AM/PM dropdowns. | — | |
| DurationSet duration in hours and minutes using the hr and min dropdowns. | — | |
| TimezoneDefaults to your account timezone. Adjust if scheduling across time zones. | — | |
3
Manage Participants
Scroll down to the Participants section to add or update co-hosts and invitees. When you save your changes, invitees automatically receive a personalised email with the updated meeting details.
Field Reference
| FIELD | SEE ARTICLE | |
|---|---|---|
| Co-HostEnter the co-host's email and press Enter or click Add. Co-hosts have elevated in-session permissions. | — | |
| InviteesEnter email and optional name for each participant, then click Add. All invitees listed will receive a notification when changes are saved. | — | |
Invitees are notified on every save
Every time you save changes, all listed invitees receive a new email notification. Review your invitee list carefully before saving to avoid sending duplicate emails.
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Scheduling & Managing Your Meetings
Starting Your Meeting
All Plans
There are two ways to start your meeting — from the Schedule Tab or from the Rooms Tab. Either path takes you to the same Pre-Launch Check where you configure your settings before going live.
Sharing with your participants?
If your attendees need guidance on how to join, you can share the Joining as a Participant guide with them — it walks through everything they need to do on their end before and during the session.
STEP-BY-STEP
1
Go to the Schedule Tab
From your Admin Panel, click Schedule in the left navigation. Your upcoming meetings, webinars, and live streams are organized into three columns. Find your meeting under the Meetings column.
2
Click Start from the Scheduled Meeting Card
On the meeting card, click the Start button. This launches the Pre-Launch Check page where you can configure your camera, microphone, and join settings before entering the room.
Alternatively — use the Rooms Tab
You can also start your meeting directly from the Rooms Tab. See Steps 3 and 4 below for that path.
3
From the Rooms Tab
Click Rooms in the left navigation. You'll see all your virtual rooms listed as cards, each showing the room URL, number of sessions, and assigned participants.
4
Launch the Room Where Your Meeting is Scheduled
Find the room your meeting is assigned to and click the Launch button on its card. This takes you directly to the Pre-Launch Check for that room.
5
Complete Your Pre-Launch Check
The Pre-Launch page lets you configure everything before going live. Set your name, confirm the meeting name, choose your camera, microphone, and headphones from the dropdowns, and select whether you're joining as a Moderator or Participant. Click Start Meeting when ready.
6
Admit Your Participants
If you have the Waiting Room enabled, participants will be held in a queue when they join. You'll see a notification in the meeting room — click Admit next to each participant or Admit All to let everyone in at once.
Waiting Room is optional
If you have the Waiting Room turned off, participants will enter the meeting room automatically when they click the meeting link. You can toggle the Waiting Room setting from the Edit Meeting page.
7
Confirm Recording & You're Ready to Go
Before diving in, check that your recording is running if you need it — look for the recording indicator in the Meeting Control Bar at the top of the screen. Once confirmed, you're live and ready to run your meeting.
Recording must be started manually
Recording does not start automatically. You must click the Record button in the Meeting Control Bar to begin. See the Recordings section of the Help Center for full recording instructions.
Your attendees will be notified
When you start a recording, all participants are immediately shown a pop-up notification. They will have two options: Got it — acknowledges the recording and keeps them in the session (consent to be recorded), or Leave Meeting — exits the session immediately if they do not wish to be recorded.
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Scheduling & Managing Your Meetings
Managing Scheduled Meetings
All Plans
View, reschedule, or edit any upcoming meeting from the Schedule tab. Your Schedule tab gives you a full overview of all sessions in both List and Calendar view.
STEP-BY-STEP
1
View All Scheduled Meetings
From your Admin Panel, click Schedule in the left navigation. Your upcoming sessions are organized into three columns — Meetings, Webinars, and Live Streams — each showing the session name, date, time, and a Start button.
2
Switch to Calendar View
Toggle between List and Calendar view using the buttons in the top right of the Schedule tab. Calendar view displays all sessions in a monthly grid — useful for spotting scheduling conflicts or getting a quick overview of the month ahead.
3
Edit or Reschedule a Meeting
Click the three-dot menu (⋮) on any meeting card to reveal options: Start, Edit, Copy Invitation, Copy Meeting Link, and Delete. Select Edit to open the Edit Scheduled Meeting page where you can update the date, time, title, participants, and other details.
Participants are notified automatically
When you save changes to a scheduled meeting, all invited participants will receive an updated notification with the new details.
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Scheduling & Managing Your Meetings
Ending Your Meeting
All Plans
When you're ready to wrap up, R-Link Studio gives you three options for how to end or leave a meeting — so you're always in control of what happens to the room and your participants.
STEP-BY-STEP
1
Click the End Meeting Button
In the Meeting Control Bar at the bottom of the screen, click the red Exit button (→) on the far right. A menu will appear with three options for how you'd like to end or leave the session.
2
End Meeting for All
Select End Meeting for All to immediately close the session for everyone. All participants will be removed from the room and redirected to your Exit URL if one has been configured in your account settings.
Exit URL is a Business Plan feature
Setting a custom Exit URL — the page participants land on after the meeting ends — is available on the Business Plan. On other plans, participants will see a default end screen.
3
End Meeting for All, Except Host
Select End Meeting for All, Except Host to remove all participants while keeping the meeting room active for co-hosts and presenters.
If co-hosts or presenters are in the room
All participants will be removed immediately and the meeting room stays active. Co-hosts and presenters remain in the room — no confirmation dialog appears.
If no co-host or presenter is assigned
Since no one would be left in the room, a confirmation dialog will appear asking whether you want to end the entire meeting or just remove all participants.
4
Leave & Assign Host
Select Leave & Assign Host if you need to exit the meeting but want it to continue. An Assign New Host panel will appear showing all current participants — select a participant to hand off hosting responsibilities before you leave.
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