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Create a Meeting

Schedule recurring or one-time meetings with team members

Zal.ai’s Meeting Planner allows Admins and Managers to schedule structured meetings that drive clarity and follow-through. While 1:1s are the most common use case, you can create meetings of any type to keep your team aligned before, during, and after every conversation. This article explains how to create a meeting.

In this article, you will learn...

 Access and Availability 👥

This article is relevant to: Managers and Admins
Feature: Meetings

 

How to Create a Meeting

Tip 💡: Before meetings can be created, an Admin must create at least one meeting type. Meeting types define the meeting format and default agenda. If you don’t see any meeting types available, please reach out to one of your Admins.

  1. Click the Meetings icon in the left navigation.
  2. Select Meeting Planner.
  3. Click +  Schedule Meeting to open the meeting planner modal.
  4. Begin by providing basic meeting details:
    • Title: Enter a descriptive name (e.g., “Weekly 1:1” or “Q1 Planning Sync”).
    • Type: Select a meeting type. Meeting types are created by Admins and include a default agenda to guide discussion.
    • Description: Add context or details to clarify the purpose of the meeting.
  5. Next, configure scheduling: 
    • Start & End Date/Times: Choose when the meeting will take place. If this is a recurring meeting, these fields set the date and time for the first meeting in the series. Note: by default, times are reflected in your own timezone, but you can click the orange Timezone link to select a different one.
    • Recurrence: Toggle on the "Recurring" option if you'd like the meeting to repeat. Then, select whether it should repeat on a daily, weekly, or monthly cadence.
  6. Define who the meeting involves:
    • Reviewees: Use this optional field to select who the meeting is about. For example, in a manager 1:1, this would be your direct report. Selecting a reviewee links meeting notes to that person so they can be used as a data source for future performance reviews.
    • Attendees: Add everyone who should attend. You can include anyone in your company directory.
    • Assign Note Takers: After you add attendees, choose who can take notes by clicking the checkbox to the right of their name. Note Takers can capture private notes (only visible to them) and shared notes (visible to all meeting attendees).
  7. Add optional supporting details:
    • Link to Meeting Room: Add a virtual meeting link. This will be included in the calendar invite.
    • Attachments: Upload files or documents relevant to the meeting.
    • Related SMART Goal: Connect the meeting to a company goal to keep discussions aligned.
  8. Finally, if you'd like attendees to receive an iCal invite for the meeting, check the box next to "Send invitation to attendees," located at the bottom of the form.
  9. When you're done, click Save.
       

      What Happens Next?

      • If you opted to send invitations, an iCal invite will immediately be sent to all participants.
      • The meeting will appear on each participant's Meeting Planner.
      • The meeting will appear on the Meeting Note Taker page for all assigned Note Takers. When it's time to meet, click Activate Meeting from that page to begin taking notes.
      Note 📝: Moving a calendar event in your external calendar will not update the meeting in Zal. If you reschedule, update both to keep them aligned.