Skip to main content
Instant meetings let you quickly create a meeting record when a call or conversation happens unexpectedly. Instead of scheduling ahead of time, you log the meeting as it happens or right after.

​
When to use instant meetings

Instant meetings are ideal for:
  • Unexpected client calls — Client calls without an appointment
  • Quick check-ins — Brief conversations that should be documented
  • Walk-in meetings — In-person meetings without prior scheduling
  • Post-call logging — Recording a meeting that just happened

​
Start an instant meeting

​
From the meetings page

1

Go to meetings

Click Meetings in the sidebar.
2

Click Instant meeting

Click the Instant meeting button (lightning bolt icon).
3

Select the client

Choose which client or prospect the meeting is with.
4

Start the meeting

The meeting record is created and the timer starts.

​
From a client record

1

Open the client

Navigate to the client or prospect record.
2

Click Instant meeting

Click Instant meeting in the action bar.
3

Meeting starts

The meeting is automatically associated with this client.

​
Using keyboard shortcut

Press I from the meetings page to start an instant meeting.

​
During the meeting

While an instant meeting is active:

​
Meeting timer

A timer shows how long the meeting has been running. This helps you:
  • Track meeting duration
  • Stay aware of time spent
  • Document accurate meeting length

​
Add notes in real-time

1

Open notes panel

Click Notes in the meeting view.
2

Type notes

Enter notes as the conversation progresses.
3

Auto-save

Notes save automatically as you type.

​
Add attendees

If others join the meeting:
1

Click Add attendee

Click the + button in the attendees section.
2

Select people

Choose from people associated with the client or team members.

​
End the meeting

1

Click End meeting

Click the End meeting button.
2

Confirm duration

Review and adjust the meeting duration if needed.
3

Add summary

Optionally add a meeting summary or additional notes.
4

Save

Click Save to finalize the meeting record.

​
Log a past meeting

If you need to log a meeting that already happened:
1

Go to meetings

Click Meetings in the sidebar.
2

Click Add meeting

Click Add meeting and select Log past meeting.
3

Enter details

Fill in:
  • Client/prospect
  • Date and time
  • Duration
  • Meeting type
  • Notes
4

Save

Click Save to create the meeting record.

​
Instant meeting vs scheduled meeting

AspectInstant meetingScheduled meeting
CreatedAt time of meetingIn advance
CalendarNot on calendarSyncs with calendar
Attendee notificationsNoneCalendar invites sent
Best forUnexpected callsPlanned appointments

​
Best practices

​
Log meetings promptly

Document instant meetings as they happen or immediately after:
  • Details are fresh in your mind
  • Accurate duration tracking
  • Complete notes

​
Use meeting types

Categorize instant meetings by type:
  • Phone call
  • Video call
  • In-person
  • Walk-in
This helps with reporting and finding past meetings.

​
Add follow-up tasks

Before ending an instant meeting:
1

Click Add task

Click Add task in the meeting view.
2

Enter task details

Describe the follow-up action needed.
3

Set due date

Choose when the task should be completed.
Tasks created from meetings are automatically linked to the meeting record.

​
Include key discussion points

Even for quick calls, note:
  • Main topics discussed
  • Client questions or concerns
  • Action items agreed upon
  • Next steps

​
Converting to scheduled follow-up

If an instant meeting leads to a follow-up appointment:
1

End the instant meeting

Complete and save the current meeting.
2

Schedule follow-up

Click Schedule follow-up to create a new meeting.
3

Set date and time

Choose when the follow-up should occur.
4

Send invite

Calendar invites are sent to attendees.

​
Next steps

Meeting types

Categorize your meetings

Meeting notes

Capture meeting discussions