---
title: "Run Your First Meeting"
url: "https://rolebase.io/en/guides/run-your-first-meeting"
---

[Rolebase](/) ⟩ [Guides](/en/docs)

# Run Your First Meeting

A step-by-step walkthrough to create, run, and close a meeting in Rolebase.

## Before You Begin

Make sure you have:

*   An [organization with at least one circle](/en/docs/circles-and-roles)
*   At least one [member](/en/docs/members) assigned to that circle

## Step 1: Open the Meetings Page

Navigate to a circle and open its **Meetings** section. You will see a calendar view showing scheduled meetings.

## Step 2: Create a Meeting

1.  Click the **Create** button (top right), or click directly on a date/time slot in the calendar.
2.  The meeting creation form opens with these fields:
    *   **Title**: Give your meeting a name.
    *   **Start**: Set the date and time.
    *   **Duration**: Choose the length in minutes.
    *   **Circle**: The circle this meeting belongs to (pre-filled if you started from a circle).
    *   **Participants**: Select who should attend.
    *   **Steps**: Configure the agenda (see below).

** Use a Template**

Click **Use a template** in the title field to load a pre-configured meeting structure. Templates save time for recurring formats like tactical or governance meetings.

3.  Click **Create** to schedule the meeting.

## Step 3: Configure the Agenda (Steps)

Each meeting is composed of **steps** that structure the discussion. You can add, remove, and reorder steps in the creation form. Common step types:

*   **Threads**: Review active discussions in the circle.
*   **Tasks**: Go through tasks assigned to circle members.

You can also add custom steps for specific topics you want to cover.

## Step 4: Start the Meeting

When the scheduled time arrives:

1.  Open the meeting from the calendar.
2.  Click the **Start** button.
3.  The meeting transitions to its first step.

** Video Conferencing**

If a video conference link is configured, a button to join the call appears when the meeting starts.

## Step 5: Run Through the Steps

The facilitator guides the group through each step:

1.  Work through the current step (discuss threads, review tasks, etc.).
2.  Click **Next step** to advance to the next one.
3.  Repeat until all steps are complete.

During each step, participants can:

*   Add notes and comments.
*   Create new threads or tasks directly from the meeting.
*   Update task statuses or thread discussions.

## Step 6: End the Meeting

After the last step, click **End meeting**. Rolebase generates a summary that includes:

*   Date, time, and duration
*   Attendees and their status (present, absent, maybe)
*   Notes and outcomes from each step
*   Tasks created or updated during the meeting

The summary is saved in the circle’s meeting history and accessible at any time.

** AI Summary**

Meeting summaries can be auto-generated, providing a concise recap for members who were absent.

## What’s Next?

*   [Set up recurring meetings](/en/docs/meetings) so your team meets on a regular schedule.
*   [Create meeting templates](/en/docs/meetings) for your most common meeting formats.
*   [Connect your calendar](/en/docs/apps-integrations) to sync meetings with Google Calendar or Outlook.