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
PressI 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
| Aspect | Instant meeting | Scheduled meeting |
|---|---|---|
| Created | At time of meeting | In advance |
| Calendar | Not on calendar | Syncs with calendar |
| Attendee notifications | None | Calendar invites sent |
| Best for | Unexpected calls | Planned 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
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.
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.