Creating and running meetings

The Add event modal

Open it from the header button, or double-click an empty slot in Day/Week view — the modal opens with that hour already filled in, snapped to the nearest 15 minutes.

The header says Meeting and doesn't offer a layer picker. That's deliberate. If it let you create a delivery, that date would live in two places — on the calendar and on the product — and the purchase order would never learn about it. Delivery dates belong to products. Payment dates belong to invoices. Put them where they belong and the calendar will show them.

The fields:

• Title — what it is.

• Type — one of 18 meeting types in four groups (below). Optional; "No type" is fine.

• Date / Ends (optional) — an end date makes it a multi-day event. Leave it blank for a single day.

• Project — links the meeting to a project, so it can be filtered with that project and shows the project chip.

• Start / End — leave both blank for an all-day event.

• Attendees — team members, contacts, or a typed email address (see below).

• Location — free text, or one press of a saved location pill.

• Reminder — 10 min, 30 min, 1 hr, 2 hrs, 1 day, 2 days, or 1 week before.

• Description — notes, agenda, dial-in details.

The 18 meeting types

Client-facing: Phone call · Video call · Meeting / consultation · Presentation / design reveal · Site visit / walkthrough · Measurement appointment

Project work: Install day · Delivery · Shopping / sourcing trip · Vendor or contractor coordination · Punch list / final review

Admin: Invoice / payment due · Contract signing · Email follow-up · Deadline

Personal: Vacation / travel · Out of office / holiday · Team / internal meeting

Each type has its own icon, and the icon updates live as you choose so you're checking the choice against what will actually be drawn, not against a label. The type shows as a pill on the event panel.

Attendees, and the rule about email addresses

Two kinds of guest, and they behave differently:

1. People picked from your team or Contacts. They get a Workroom invitation with RSVP. If they have an email on file and the meeting syncs to Google or Outlook, they're added as a calendar guest there too.

2. A typed email address. If what you type is a valid email address, it becomes a real guest on the Google/Outlook invitation and they receive the invite from your calendar.

If what you type is not an email address — "Sarah's architect" — it stays exactly what it looks like: a note of who's coming. Workroom will not guess an address from a name, because a guess would send a meeting invitation to whatever the guess resolved to.

Team members are deliberately not emailed a Google invite. The meeting is already on their Workroom calendar; mailing them a second notification for one event is noise.

RSVP

Open a meeting you're invited to and the panel asks Are you going? with Accept and Decline. Your answer shows on the event for everyone; the guest list shows each person's answer beside their name. Known Workroom users show their actual profile photo; everyone else shows initials.

Frequent meeting locations

Settings → Calendar → Frequent meeting locations.

Add the handful of places your meetings actually happen — your studio's video room, the office address, a mobile number for site calls. Each one gets:

• A type, chosen by icon: 📹 video link, ☎ phone, 📍 address. The icon you pick here is the icon you'll see on the pill later.

• A name — what you call it. "Studio room", "Office", "Site mobile".

• The value — the URL, number or address.

They then appear as pills under the Location field in the Add/Edit event modal. One press fills the field; press again to clear it. The field stays typeable, so a one-off address is still just typed.

Name them. A video link with no name shows as the raw URL on the pill, which is exactly the thing this feature exists to avoid.

Tip: a location that's a URL renders as a clickable link on the event panel — so "join the call" is one click from the calendar, for everyone invited.