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Support/Meetings/Creating Meetings

Scheduling a meeting

4 min read

All meetings in Prospo are created using the same scheduler form. The only thing that varies between meeting types is the Meeting Medium you select — Teams, Zoom, or PC / Microphone — and any prerequisites that medium requires.

Opening the meeting scheduler

Click Schedule Meeting from the dashboard header, or from within a client profile to have the client pre-filled for you.

Filling in the meeting details

Complete the form fields before selecting a medium:

FieldNotes

Title

Optional — defaults to "Meeting on DD-MM-YYYY" if left blank

Description

Optional

Client

Select the client this meeting is for

Contacts

Select one or more contacts from that client — at least one required

Advisers

Select attending advisers — defaults to you

File note template

Optional — applied when generating a File Note after the meeting

Start time

Date and time the meeting begins

Duration

15, 30, 45, 60, 90, or 120 minutes

Then choose your meeting medium below.

Teams Meeting

Creates a Microsoft Teams meeting in your Outlook calendar, generates a join link, and sends calendar invites to all selected contacts and advisers.

Prerequisite: Your Microsoft account must be connected to Prospo. If it isn't, an alert appears when you select this option — click Connect Now and complete the Microsoft sign-in flow. You only need to do this once. See Connecting your Microsoft 365 account for full setup steps.

Steps:

  1. In the Meeting Medium row, select Teams Meeting
  2. Click Schedule Meeting

Prospo creates the meeting in your Outlook calendar, attaches a Teams join link, and sends invites to all attendees. The meeting appears on your dashboard with a Join Call button.

After the meeting: If your organisation has auto-recording enabled, the recording and transcript are imported into the meeting record automatically. See How Teams recordings are automatically imported.

Troubleshooting:

  • "Connect your Microsoft account" — Click Connect Now and complete the sign-in flow.
  • "Wrong organisation" error — You signed in with a Microsoft account from a different tenant. Sign out of Microsoft and retry with the correct account.
  • Teams option not visible — Your organisation may not have the Microsoft 365 connector enabled. Contact your Org Admin.

Zoom Meeting

Creates a Zoom meeting in your Zoom account, generates a join link, and sends calendar invites to all selected contacts and advisers.

Prerequisite: Your Zoom account must be connected to Prospo via Settings → Integrations. The Zoom option appears greyed out until this is done. See Connecting your Zoom account for full setup steps.

Steps:

  1. In the Meeting Medium row, select Zoom
  2. Click Schedule Meeting

Prospo creates the Zoom meeting and saves the join link to the meeting record. Cloud recording is enabled automatically — when the meeting ends, Zoom saves the recording and Prospo imports it when you next open the meeting record.

Troubleshooting:

  • Zoom option is greyed out — Your Zoom account isn't connected. Go to Settings → Integrations to set it up.
  • Zoom option not visible — Zoom may not be enabled for your organisation. Contact your Org Admin.

PC / Microphone

Records no join link and sends no calendar invites. Use this for in-person meetings, phone calls, or any meeting you want to capture using your computer's microphone or by uploading a recording file afterwards.

Prerequisite: None — no integration setup required.

Steps:

  1. In the Meeting Medium row, select PC / Microphone (selected by default)
  2. Click Schedule Meeting

The meeting is created in Prospo. No external calendar invites or online meeting links are generated.

Adding a recording afterwards: Open the completed meeting from your dashboard and click Upload from local in the Transcription panel. Supported formats: .mp4, .m4a, .webm, .mp3, .wav, .vtt, .json.

Using Calendly instead of a fixed time

If your organisation uses Calendly, you can send a booking link to your client's contacts rather than scheduling at a fixed time:

  1. Switch the scheduling method toggle from Manual to Calendly
  2. Select the Calendly event type from the dropdown
  3. Click Send Invitation

Prospo emails the booking link to the selected contacts. Once they choose a time, the meeting is created in Prospo automatically. Calendly must be connected first via Settings → Integrations.

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