Getting Started with AI Meetings

The AI Meeting Suite is off by default. Follow these steps to enable it and create your first meeting session.

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Step 1 — Enable the Feature Flag

You can enable AI Meetings either from the Admin Console (no restart needed) or via the .env file.

Option A — Admin Console (recommended)

1. Go to Admin Panel → Settings → General
2. Scroll to the Features section
3. Toggle AI Meetings on

A nested group of sub-toggles appears immediately below, letting you enable only the capabilities you need:

Toggle	Controls
Video Conferencing	Jitsi / Zoom meeting rooms
Meeting Notes	Whisper transcription + Ollama AI summary
Scheduling	Meetings synced with the built-in Calendar
Multi-Agent Rooms	Facilitator / Analyst / Summarizer agent chain

Changes take effect immediately — no restart required.

Option B — Environment Variable

Add to your .env file and restart the backend:

ENABLE_MEETINGS=true

# Optional — all default to true when ENABLE_MEETINGS=true
ENABLE_MEETING_VIDEO=true
ENABLE_MEETING_NOTES=true
ENABLE_MEETING_SCHEDULE=true
ENABLE_MEETING_AGENTS=true

# Restart:
docker compose restart hrida-ai-studio   # Docker
# or
python -m uvicorn hrida_ai_studio.main:app --reload

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Step 2 — Find Meetings in the Sidebar

Once the flag is set and the server restarted, a video camera icon appears in the left sidebar:

┌──────────────────┐
│  💬  Chat        │
│  📝  Notes       │
│  📅  Calendar    │
│  🎥  Meetings    │  ← new
│  🔧  Workspace   │
└──────────────────┘

If it doesn't appear, verify:

• ENABLE_MEETINGS=true is in your .env and the server was restarted
• Your user is an admin or has the features.meetings permission

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Step 3 — Add Your First Plugin

The Meetings dashboard shows "No meeting plugins configured" until at least one plugin is added.

1. Go to Admin Panel → Settings → Meetings
2. Click + Add Plugin
3. Select a plugin type and fill in the config:

Plugin	Best for	What you need
Jitsi	Self-hosted deployments, full SSO	Self-hosted Jitsi stack (see Video Conferencing)
Zoom	Cloud-hosted teams	Zoom S2S OAuth app credentials
Multi-Agent Room	AI-powered discussions	Three existing AgentSkill IDs

4. Click Save — a card appears showing the plugin's Webhook URL (needed for Jitsi/Zoom integration).

Scheduling needs no plugin setup

Unlike the other capabilities, Scheduling isn't a separate plugin to configure — it's built on top of the Calendar feature, which is enabled by default. As long as ENABLE_MEETING_SCHEDULE and ENABLE_CALENDAR are both on (the default), Meetings → Schedule works with no API keys, accounts, or webhooks.

Quickest way to test (no setup needed)

1. Go to Meetings → Schedule in the sidebar
2. Click New Meeting, give it a title and a time
3. Click Create — the meeting appears immediately as an event on your built-in Calendar

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Step 4 — Navigate the Suite

After a plugin is configured, the sidebar Meetings item reveals three tabs:

Tab	URL	What you see
Meetings	/meetings	Dashboard — list past sessions, start a new meeting
Schedule	/meetings/schedule	Book a meeting synced with your built-in Calendar
Notes	/meetings/notes	AI-generated transcriptions and summaries

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Step 5 — Start a Meeting

1. Click Meetings in the sidebar
2. Click + New Meeting
3. Select the video plugin from the dropdown (if you have multiple)
4. Enter a meeting title (e.g. "Team Standup")
5. Click Start

You are taken to the meeting room at /meetings/room/{id}:

┌───────────────────────────────┬──────────────────┐
│                               │                  │
│   Video iframe                │   Notes panel    │
│   (Jitsi / Zoom)              │   (collapsible)  │
│                               │                  │
└───────────────────────────────┴──────────────────┘

Click Show Notes to expand the notes panel. After the meeting, upload the recording audio to generate AI notes.

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Step 6 — Generate AI Meeting Notes

1. After the meeting ends, open the room page (/meetings/room/{id})
2. Click Show Notes, pick a model under Summarise with
3. Click Upload Recording and select your file — audio or video, up to 200MB (.wav, .mp3, .mp4, .m4a, .webm, etc.)
4. Notes generate automatically once the upload completes

The notes panel updates in real time with:

• Summary — 3–5 sentence overview
• Action items — extracted tasks with owners

All notes are also visible at Meetings → Notes (/meetings/notes).

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What's Next

Guide	When to read it
Video Conferencing	Setting up Jitsi Meet (self-hosted) or Zoom
Meeting Notes	Whisper + Ollama AI summary configuration
Scheduling	How scheduling syncs with the built-in Calendar
Multi-Agent Room	Creating a Facilitator / Analyst / Summarizer agent chain

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Troubleshooting

Meetings tab doesn't appear in sidebar → First confirm the flag is actually on: Admin Panel → Settings → General → Features → AI Meetings. Unlike most settings, this takes effect immediately — no restart needed when toggled from the admin console (only the .env-file method requires a restart).

→ If the flag is confirmed on and the item is still missing, check whether you've customized your sidebar's pinned items (drag-to-reorder or a "Customize sidebar" option, if present). Meetings only appears if it's in your pinned items list — if you pinned a custom set before this item existed in the default list, you'd need to add it yourself. Most users haven't customized this and won't hit it.

"No meeting plugins configured" message → Add at least one plugin in Admin Panel → Settings → Meetings → + Add Plugin.

500 error on /api/v1/configs → Ensure the backend was fully restarted after setting ENABLE_MEETINGS=true. The config endpoint reads feature flags at startup.

New Meeting button doesn't appear → The button only shows when at least one enabled meeting plugin exists. Check that the plugin's Enabled toggle is on in the Meetings settings.