Meetings FAQ

Who can create meetings?

Users with maintainer, board-member, or executive-director personas can create and manage meetings for their projects. A project can also grant an individual Meeting Coordinator access specifically for meetings, which lets them create and manage meetings for that project even if they don't otherwise hold one of those personas. Contributors without that grant can view meeting details but cannot create or edit meetings.

Does an attendee need an LFX account to join a meeting?

It depends on the meeting's access setting. Every meeting has a join page at /meetings/:id, but only Private meetings work without an account.

If a meeting is marked Private, the join link carries the meeting's password as part of the URL, so anyone with that link can join without signing in. If a meeting is marked Restricted, there's no anonymous form to get past it — the attendee generally needs to be signed in and match an existing registrant record (by email), or be the organizer or a member of a linked committee. See "Can I protect a meeting with a passcode?" below.

Note that the organizer's name and contact link on the join page are only visible to signed-in visitors, even on an otherwise-public meeting.

What is the AI agenda generation feature?

When creating or editing a meeting, you can fill in a title, meeting type, and a short prompt, then use AI assistance to generate a draft agenda. Review and edit the suggestion before saving — it's a starting point, not a final agenda.

Can I schedule recurring meetings?

Yes. The meeting creation form has a full recurrence builder: repeat every N days, weeks, or months; for weekly meetings, choose specific days of the week; for monthly meetings, choose either a fixed day of the month or a pattern like "the second Tuesday." Set the series to end on a specific date or after a set number of occurrences.

How do I add meetings to my calendar?

There's currently no button to download a single meeting as its own ICS file. Instead, from the Meetings dashboard in your Foundation or Project lens, use the Subscribe button to get a live calendar feed (ICS URL) for that project's or foundation's meetings. The feed excludes Private meetings; Restricted-but-public meetings still appear on it. Add the feed once to Google Calendar, Outlook, or Apple Calendar, and it stays up to date automatically.

What happens when I open a meeting link and see "Meeting Not Found"?

This can happen if the link has expired or is no longer valid, the meeting was deleted or cancelled, the meeting is restricted and you don't have access, or there's a typo in the URL. Contact your meeting organizer for a correct link, or use the "Contact Support" option on that page.

Can I protect a meeting with a passcode?

There's no passcode field you enter manually. Private meetings do have a password, but it's embedded automatically in the join link when the organizer copies it — you don't type it in separately. Access to a Restricted meeting works differently: there's no anonymous form to type an email or username into either. It only shows full join details to people who are signed in and match an existing registrant (by email), plus organizers and linked committee members. If you need access to a restricted meeting, ask the organizer to add you as a registrant, then make sure you're signed in.

Why can't I see a meeting I was invited to?

Make sure you're in the right lens: your personal My Meetings view (Me lens) shows meetings across all your projects, while a project's Meetings page (Project lens) only shows that project's meetings. Use the lens switcher to move between them. If you only have the join link, you can open it directly in your browser — no account or project context needed, unless the meeting is restricted.

Can I register myself for a meeting I wasn't invited to?

Yes, if the meeting is public and not restricted — but you need to be signed in to see the option. Its join page shows a Register for Meeting button with a short form (name, email, and optionally job title and organization). Submitting it adds you as a registrant. This button isn't available for Restricted meetings — for those, ask the organizer to add you as a registrant.

Can I RSVP to a meeting I'm invited to?

Yes, if you're signed in. The join page shows Yes, No, and Maybe buttons for invited attendees. For a recurring meeting, you'll also choose whether your response applies to all occurrences, this occurrence only, or this and following occurrences.

Where can I find a meeting's recording, transcript, or AI summary?

On the meeting's join page, after the meeting has ended, if the organizer enabled those features. You need to be signed in to see this section, and you also need access to the meeting itself: for a public, non-restricted meeting, any signed-in visitor has access; otherwise, you need to be the organizer, a registrant, an actual past attendee, or a member of a committee linked to the meeting. Unauthenticated visitors never see recordings, transcripts, or summaries for a non-public or restricted meeting.

Where can I find meeting materials?

On the meeting's join page, in the Meeting Materials panel — organizers can attach files (Primary Materials) and links (Supporting Materials). You need to be signed in to see materials, for any meeting.