--- title: "Meetings" url: "https://rolebase.io/en/docs/meetings" --- [Rolebase](/) ⟩ [Documentation](/en/docs) # Meetings Create, run, and manage structured meetings within your roles. ## Overview Meetings in Rolebase are structured, step-based sessions designed for self-governed teams. They follow a defined flow that keeps discussions focused and productive, inspired by Holacratic governance and tactical meetings. Each meeting belongs to a role and follows a sequence of steps that you can customize. ## Meeting Lifecycle ### 1\. Create Create a meeting from a role’s meeting section. You can start from scratch or use a **meeting template**. Set the title, date/time, and participants. ### 2\. Start When it is time, the facilitator starts the meeting. This transitions the meeting from a scheduled state to an active session. ### 3\. Run Steps The meeting progresses through a series of steps. The facilitator advances through each step while participants contribute. ### 4\. End When all steps are complete, the facilitator ends the meeting. A summary of the meeting is generated and stored. ## Meeting Steps Each meeting is composed of ordered steps. The available step types are: ### Tour An opening round where each participant shares a brief check-in. This can be used for an icebreaker, a personal update, or setting intentions for the meeting. ### Threads Review and discuss active [threads](/en/docs/threads) in the role. Participants can raise topics, update statuses, and make decisions on ongoing discussions. ### Checklist Go through the role’s recurring checklist items. Each member confirms whether they completed their items since the last meeting. This provides accountability and transparency. ### Indicators Review the role’s key metrics and indicators. Members report on numbers and trends, giving the team visibility into operational health. ### Tasks Review [tasks](/en/docs/tasks) assigned to role members. Update statuses, discuss blockers, and create new tasks as needed. ** Step Order** The default order (Tour, Checklist, Indicators, Tasks, Threads) follows the Holacratic tactical meeting format, but you can reorder, add, or remove steps to fit your team’s needs. ## Meeting Templates Templates define a reusable set of steps for meetings. Instead of configuring steps each time, create a template and apply it when scheduling new meetings. Common templates: * **Tactical Meeting** includes Tour, Checklist, Indicators, Tasks, Threads. * **Governance Meeting** includes Tour, Threads (focused on governance proposals). * **Quick Sync** includes Tour, Tasks. Templates are defined at the role level and can be reused for every meeting of that role. ## Recurring Meetings Meetings can be configured to recur on a schedule using **recurrence rules** (rrule format). For example: * Every Monday at 10:00 AM * First Wednesday of every month * Every two weeks on Friday When a recurring meeting is set up, future occurrences are automatically created according to the schedule. ## Calendar Sync You can connect your calendar (Google Calendar, Office 365) to Rolebase so that meetings automatically appear in your personal calendar. When a meeting is created, updated, or deleted, the change is reflected in your connected calendar. To set up calendar sync, see [Apps & Integrations](/en/docs/apps-integrations). ## iCal Export You can export your meetings as an iCal feed to view them in any calendar app: 1. Go to the **Meetings** page of your role. 2. Open the settings menu (top right). 3. Select **Export (iCal)**. 4. Copy the iCal URL displayed in the modal. 5. Paste it into your calendar app as a subscription (Google Calendar, Outlook, Apple Calendar all support this). The feed includes all meetings for your organization and updates automatically. Synchronization is one-way and may take a few minutes. For fast two-way synchronization, connect a calendar directly via [Apps & Integrations](/en/docs/apps-integrations). ## Participants ### Scope You can define who is invited to the meeting: * **All role members** means every member of the role is a participant. * **Specific members** lets you hand-pick participants from the role. ### Attendees Tracking During and after the meeting, track attendance with three statuses: Status Meaning **Present** The member attended the meeting **Absent** The member did not attend **Maybe** The member has not confirmed attendance Attendance records are saved with the meeting for historical reference. ## Video Conferencing Rolebase integrates with video conferencing tools. When starting a meeting, you can launch a video call directly. The video link is shared with all participants. ## Private Meetings Meetings can be marked as **private**. Private meetings are only visible to their participants and are hidden from other role members. This is useful for sensitive discussions like performance reviews or personnel matters. ## Meeting Summary When a meeting ends, Rolebase generates a summary that includes: * Date, time, and duration * Attendees and their status * Notes and outcomes from each step * Tasks created or updated during the meeting * Thread decisions made The summary serves as an official record of the meeting and is accessible from the role’s meeting history. ** AI Summary** Meeting summaries can be auto-generated, providing a concise recap of discussions and decisions for members who were absent. ## Next Steps * [Manage tasks](/en/docs/tasks) that come out of meetings. * [Use threads](/en/docs/threads) for follow-up discussions. * [Record decisions](/en/docs/decisions) made during governance meetings.