Arranging and responding to team meetings

Arrange a meeting

1. 1

   Choose Plan a meeting

   Open Meetings from the sidebar and check the care team or client. If you cannot arrange a meeting, ask the Team leader or someone with permission.

2. 2

   Choose a time or find one together

   Use a clear title. Set the date, time and duration if agreed, or choose Find a time together. Check the timezone, especially when people are in different states.

3. 3

   Choose the attendees

   Select the people needed for the discussion, or use Select team. Nobody is selected automatically. Mark required attendees where offered so their availability is clear.

4. 4

   Check how you will meet

   New plans use a Kinovo meeting. Under How will you meet?, you can instead add an external call link or an in-person location. Add the purpose, meeting lead and note taker if needed.

5. 5

   Review and send the invitation

   Check the people, timing and format before sending. Saving a private planning draft does not notify anyone. If a field needs attention, follow its message and check again.

Meetings for the whole team

When every active team member is selected, Kinovo treats the meeting as a whole-team meeting. New active members who join before the scheduled meeting are added automatically. Attendance replies are optional.

For a deliberately selected attendee list, new members are not added automatically.

Let the organiser know whether you can attend

Open the invitation and check whether you are responding to proposed times or a confirmed meeting. For proposed times, show which options work, do not work or are uncertain, then save your response. A proposed time is not booked until the organiser confirms it.

A yes for the chosen time automatically marks you as attending. For a time set directly by the organiser, no reply is needed to join; use Update attendance if you want to reply. Requests to lead or take notes remain separate responsibilities you can accept or decline.

Use Add to calendar if you want a calendar copy. Downloaded calendar files are snapshots and may not update automatically, so check Kinovo again if details change.

If the meeting details change

The Team leader, the organiser and members with permission to call team meetings can update a scheduled meeting. Open Manage meeting, then Edit meeting, review the changed details and save. If someone else saved changes first, reopen the latest version before trying again.

Changing the meeting time notifies attendees. They can update their attendance if needed. If you start a replacement time poll, the existing booking stays in place until another time is confirmed; Keep current booking closes the poll without moving it.

Before attending, check the current time, timezone and joining details. Time and format cannot be changed during an active call.

Prepare the agenda and your notes

Open the meeting workspace to add agenda suggestions, review linked work and see who is leading or taking notes. Keep each topic focused on a decision or next step.

My notes are private to you. To contribute something, explicitly share the selected text as a suggestion. The rest of your private note stays private.

Official notes are a separate working record. The accepted note taker or authorised editor manages them; suggestions do not silently change that record or update a linked task. Check the saved indicator before leaving.

Start or join a Kinovo meeting

1. 1

   Open the confirmed meeting

   The organiser uses Start meeting. Attendees use Join meeting once the organiser has connected. If the meeting is waiting to start, stay on the page or contact the organiser.

2. 2

   Turn on devices when you’re ready

   Join with camera and microphone off. Open Controls to turn either on and allow browser access when asked. Devices and more lets you choose another camera or microphone. There is no separate device-check step.

3. 3

   Use the workspace during the call

   Open Controls for fullscreen, private notes or a smaller call window. Controls fade when unused; touch the video or move your pointer to bring them back. Use Agenda & notes or Video call to change the workspace view without leaving.

4. 4

   Choose the right way to leave

   Leave meeting disconnects you. The host’s End meeting for everyone closes the call for all attendees. Ending the call does not publish the notes or summary.

Review and share the meeting record

After the discussion, check the decisions, next steps and unresolved topics. Create or update the appropriate tasks so people know who is responsible; writing an action in notes alone does not assign it.

An authorised person selects the notes and topics to include, checks the recipients and previews the summary before publishing. Working notes are not automatically shared with everyone invited.

Open the permitted published record from the past meeting or its entry in Documents. Published versions preserve what was shared at the time; a linked task’s current status may have changed since then.

Calendar options and meeting privacy

• You can arrange meetings and use Add to calendar without connecting a calendar account.
• Where offered, optional calendar connections help check availability. Other attendees do not see your diary, event titles or locations.
• A failed calendar check means availability is unknown. Confirm with the person rather than treating it as free time.
• Kinovo does not provide meeting recordings, saved transcripts or AI-written minutes.
• Access to linked documents and shared summaries still follows their permissions. A meeting invitation does not unlock every item in the care team.

Use meetings for decisions, not every update

• Put a focused purpose in the meeting name and agenda.
• Use tasks for actions agreed in the meeting so ownership remains visible.
• Use messages for ordinary coordination between meetings.
• Do not rely on a Kinovo meeting invitation for urgent or emergency communication.

Prepare the discussion with the participant-led meeting agenda and action register.