Run your first meeting

In this tutorial you host a meeting from start to finish: you create it, bring your colleagues in, present your screen, write down decisions, turn an action item into a task and end the meeting for everyone.

Before you start#

Who can create a meeting. Owners, admins, managers and employees. Restricted members cannot create or join meetings.
Who can host with full controls. You become the host of the meeting you create. Letting people in, muting others and ending the meeting for everyone need a role that can moderate meetings: Owner, Admin or Manager. If your role is Employee, ask a manager to create meetings that need a host.
Your devices. A microphone to talk. A camera is optional. You always join with your microphone and camera off, and turn them on when you are ready.
Your colleagues. Only people you invite can see and join the meeting. Invite them when you create it.

Step 1: Create the meeting#

You can start from a meeting room in the office, or from Meetings.

From a meeting room#

A meeting created while you stand in a room is linked to that room, and a screen you share shows on the room's screens in the office.

Walk into a meeting room. Open the map with M, choose Rooms and pick a meeting, training or focus room, then walk there with Go there.
Choose Meet here. Near the room's door, or from the room in the map, choose Meet here. The Meetings panel opens with the room's name and Start or join a meeting in this room.
Open the meetings panel. Choose Meet here in that panel. Meetings & calls opens.

From Meetings#

In the company workspace: select Meetings, then Open meetings.
In the office: select More in the bottom bar and choose Meetings & calls.

Fill in the meeting#

Choose New meeting.
Describe it. Enter a Meeting title. Optionally add a Description and an Agenda — the agenda is shown to everyone in the meeting's Notes tab.
Choose when. Leave Start time (leave empty to start now) empty to meet now, or pick a date and time to schedule it.
Invite colleagues. Tick each person under Invite colleagues.
Create it. Choose Create meeting — or Schedule meeting if you set a start time. The meeting opens.

People you invite to a scheduled meeting can answer Attending, Maybe or Not attending. HyoNova does not send calendar invitations or reminders.

Step 2: Start the meeting#

Choose Join with microphone and camera off. As host, joining starts the meeting. When you are ready, turn on your microphone with Mic, and your video with Camera if you want it. Devices lets you pick and test your microphone, camera and speaker.

Step 3: Let people in#

Your colleagues join the same way: they open Meetings & calls (or Meet here in the room), select the meeting under Your meetings & calls and choose Join with microphone and camera off. They then see Waiting for the host to let you in…

Open the People tab of the meeting. Everyone waiting is listed.
Let them in. Choose Let in for each person, or Deny if they should not join.
They join. Once let in, your colleague chooses Join meeting and is connected.

From the People tab you can also Mute someone, Allow mic again, change a participant's role (for example to co-host or presenter), or Remove them.

Choose Share screen in the meeting controls.
Pick what to share. Your browser asks which screen, window or tab to share. Choose one and confirm.
Present. Colleagues see your screen. Switch the meeting layout to Presentation to give the shared screen the most space. In a meeting linked to a room, it also shows on the room's screens in the office.
Stop. Choose Stop sharing when you are done.

Anyone who needs to speak without interrupting can use Raise hand.

Step 5: Take notes and create tasks#

Open the Notes tab. It shows the Agenda and Meeting notes & decisions.
Write notes. Type decisions and key points, then choose Save notes. As host you can edit the notes; other participants can read them.
Turn an action item into a task. In the field Create a Work task from this meeting, type the task's name and choose Create task.

The task appears in Work with no project and nobody assigned. Open it there to follow it up — see Manage a project from start to finish.

Use the Chat tab for links and quick messages, and the Files tab to Attach a file (up to 10 MB) that participants can download.

Step 6: End the meeting#

To end it for everyone, choose End for everyone under the host controls. The meeting ends for all participants.
To leave but let it continue, choose Leave in the meeting controls.

Before ending, you can also Lock meeting so nobody else can join while you finish.

After the meeting#

Your meetings & calls keeps the meeting in your list, with its notes. Search it with Search meetings and notes.
The tasks you created are in Work.
The company workspace Meetings page lists meetings with their date and status.

Not available yet#

Meetings are not recorded or transcribed, and there is no AI summary — these are planned. See Recording and transcripts. Inviting guests from outside your company into a meeting is not available from the product yet; to bring a visitor into your office, use a guest link.

Meetings — every meeting feature and permission.
Rooms — room types and capacity.