Meetings

The Meetings section lets you create, manage, and join meetings for your Linux Foundation project groups. Meetings include Technical Steering Committee (TSC) calls, working group sessions, and other recurring or one-time project gatherings.

What you can do

• View upcoming and past project meetings
• Schedule new meetings, choosing a video platform and recurrence pattern
• Edit existing meeting details (title, time, agenda, platform)
• Join meetings via the public meeting join page — no LFX account required
• Register yourself for a public, non-restricted meeting you weren't invited to (requires signing in)
• RSVP (Yes/No/Maybe) to a meeting you're invited to (requires signing in)
• Remove yourself from an upcoming meeting you're registered for, from its card or its page (requires signing in). This also works when you were added through a committee or a mailing list: you stay a member, but their syncs don't add you back to this meeting unless you leave and rejoin the committee or list. An organizer, or registering yourself, can still add you. Organizers who are also registered can remove their registration too and stay organizers
• Generate a draft meeting agenda with AI assistance, or start from a pre-built agenda template
• View a past meeting's recording, transcript, and AI summary, if you have access
• Upload or view meeting materials (files and links)
• Invite guests directly or by linking a project committee
• Subscribe to a live calendar feed of a project's or foundation's meetings

Who this applies to

All authenticated users can view meetings for their projects. Contributors have view-only access.

Creating and managing meetings requires a maintainer, board-member, or executive-director persona — or, for a specific project, a user who has been granted Meeting Coordinator access for that project even without one of those personas.

A Private meeting is joinable by anyone with the link, which carries the meeting's password as a query parameter — no LFX account or sign-in involved. A Restricted meeting is different: there's no anonymous form to get past it, so you'll generally need to sign in and match its registrant list (an email check, not full authentication-based authorization, but sign-in is required to reach it).

Navigation

The left navigation label for this section depends on which lens you're in:

• Me lens (your personal view): the sidebar item is My Meetings, at route /meetings. This shows meetings across all of your projects, but does not include a way to create a new meeting.
• Foundation or Project lens: the sidebar item is Meetings, scoped to that foundation or project. This is where the Create Meeting button appears, if you have write access.
• Org lens: the sidebar item is also labeled Meetings, but it opens a meeting analytics view for the org rather than the shared meetings dashboard — there's no Create Meeting button here.

Me, Foundation, and Project lenses share the same dashboard, scoped differently. Upcoming and Past answer when the meeting happens. Upcoming is selected by default; Past shows your meeting history, including meetings organized by other people.

In My Meetings, response filters sit below the Upcoming/Past tabs:

• All meetings — every upcoming meeting in your list, including declined meetings and meetings without RSVP tracking.
• Needs response — meetings that collect RSVPs and have no response for the current or next date. A response for a different recurring date does not answer this date. A meeting where you have no active registration is left out, because a response can't be submitted until you're registered.
• Going, Maybe, and Not going — meetings with your corresponding response for the current or next date.

If response data is temporarily unavailable, the meeting remains in All meetings but is excluded from response filters and their counts until its response is known. An unavailable response is not treated as an unanswered invitation.

If a recurring meeting's current or next date is unavailable, only an All dates response counts as an answer. A date-specific response stays out of Going, Maybe, and Not going and leaves the meeting in Needs response. Organizer response counts and attendee previews also ignore date-specific responses until the date is resolved, preserving an older All dates answer even if a guest later answered for one date; invited guests remain in the roster.

The Organized by me checkbox combines with any response filter. It matches meetings you own; when no owner is recorded, the original creator is used. Inherited management access alone does not count as organizing.

Declining does not remove a meeting from All meetings. To hide meetings you declined for every date, enable Hide meetings declined for all dates. A single-date decline does not hide the series. Meetings you organize remain visible. Not going always shows declined responses, regardless of the hide option.

All response filters and Organized by me show their upcoming-meeting count in parentheses only when it is greater than zero. Counts are hidden while loading and describe upcoming meetings before search, foundation, project, meeting-type, response, organizer, or hide-declined filters. Hide meetings declined for all dates is a separate checkbox without a count. Search and meeting type stay selected when changing the time tab. Foundation/project and personal response/organizer/hide selections reset when switching between Upcoming and Past. Reset filters clears every secondary selection without changing the time tab.

At the top of My Meetings, Meetings in the Next 7 Days counts each upcoming date, including dates you declined. Needs response opens the response queue and clears other filters so they cannot hide meetings needing your answer. A successful response removes the meeting from that queue but keeps it findable under All meetings. Confirmed responses stay visible while the query index catches up.

Completely removing yourself from a meeting ends your registration and discards its saved response. If you register again, the new registration starts unanswered; an old response cannot return from cached data. A failed removal keeps your registration and response unchanged.

If only some of your registrations can be removed, you'll see Removal incomplete. You stay invited, the response on the registration that remains is kept, and you can try removing yourself again.

Foundation and Project dashboards keep their Upcoming/Past choices and existing calendar, paging, and Subscribe controls. Personal response and organizer selections never narrow a scoped list. Switching away from My Meetings clears personal rows while the scoped list loads; inactive personal updates do not replace scoped results.

Responses saved in a Foundation or Project view invalidate your personal meeting list without loading it in the background. Returning to My Meetings or your personal dashboard fetches that list again. Login and impersonation identity changes discard personal meeting caches using the canonical account identifier, even when the display alias is unchanged or absent.

Empty states differ by lens:

• Me lens, no upcoming meetings: "No upcoming meetings — Meetings from your committees and projects will appear here."
• Foundation/Project/Org lens, no upcoming meetings: "No meetings yet — Schedule a meeting to get started."

On each meeting card

• Materials lists the files and links for the meeting. On a recurring meeting, the "all dates" note means the same materials apply to every occurrence. Organizers see Edit materials.
• People Invited (organizers) shows the RSVP summary and up to five faces, attending people first, plus a "+N" for everyone else. An invited organizer's saved response immediately updates this summary and face ordering, even while response data is being indexed. View all opens the full guest list, which you can search and filter. Invite people opens the same list with the Add Guest form already open. Adding a guest still invites them to every occurrence.
• Invitees see the same faces and View all on the meeting card, but only when the organizer turned on Show attendees to guests for the meeting. This doesn't depend on RSVPs: the faces appear even when the meeting doesn't collect them. The same setting controls Show Members on the meeting's page: without it, invitees see how many people are invited, but not who. Board and restricted meetings never share their guest list. In the new meeting editor (preview), an organizer can turn Show attendees to guests on for a Restricted meeting; that lists the attendees in guests' calendar invites, while LFX pages still keep a Restricted meeting's guest list hidden.
• For a past meeting, the participant list goes to organizers and to the people who were invited or attended, whatever that setting says. Anyone else signed in who can open the meeting sees the attendance numbers, but not who.
• When a meeting collects RSVPs, invited people—including invited organizers—see Yes, Maybe, and No controls with their current Going, Maybe, or Not going response. Select a different answer directly to change your response, or use Change response to move keyboard focus to your selected answer without saving anything. A successful save confirms your submitted answer and its date scope, even while response data is being indexed; a failed save leaves the previous response unchanged.
• For a recurring meeting, This date or all dates? asks you to choose This date only, All dates, or This date and all following dates. The current response names its date or scope so a single-date decline is not mistaken for declining the entire series. All dates can still be saved if the displayed date refreshes while the dialog is open; date-specific choices remain tied to the date you originally selected.

Key concepts

• Meeting dashboard: The list (or calendar) view of meetings, scoped to your current lens
• Meeting join page: A public URL where attendees can view meeting details and join without signing in, unless the meeting is Private or Restricted
• Meeting Not Found page: Shown when a meeting link is invalid, expired, or the meeting was deleted or cancelled
• Restricted meeting: A meeting that only lets in people who are signed in and match an existing registrant record (by email), plus organizers and linked committee members — there's no separate meeting passcode and no anonymous form to get past it
• Calendar subscription: From the Foundation or Project lens dashboard, the Subscribe button gives you a live ICS feed URL for that project's or foundation's meetings, which you add once to your calendar app. The feed excludes Private meetings; Restricted meetings that are otherwise public still appear on it. There is no per-meeting ICS download.

Public meeting access

Every meeting has a join link at /meetings/:id. For a Public or Private meeting, viewing or joining it never requires an LFX account. This page shows meeting details and the information you need to join. The meeting organizer's name and contact link are only shown to signed-in visitors — unauthenticated visitors see the meeting details without organizer contact info. If a meeting is marked Restricted, there's no anonymous form to get past it — you'll generally need to sign in and match an existing registrant record to see full join details; contact the meeting organizer to be added as a registrant.

Related sections

• Committees — committees hold regular meetings
• Documents — meeting agendas and notes may be stored as documents
• Events — for public LFX conferences and events