Meeting FAQs
Attendance and Engagement
How does attendance contribute to engagement?
Attendance is counted towards the meeting engagement score for the attendee's organization, demonstrating commitment and interest.
Why is tracking attendance critical?
Tracking attendance helps identify early signs of potential member churn, as decreased attendance may indicate a loss of interest.
What are the challenges in tracking attendance?
We can only map about 80% of attendees to known users in our system due to limitations such as:
Attendees who dial into meetings
Attendees who use direct links instead of the LFX Meeting Join page
Attendees of public meetings not on the invitation list
Meeting Recordings
How long does it take for a meeting recording to show in the PCC or Individual Dashboard?
Recordings are available after the 40 minute buffer time + Zoom proccessing time. Longer meetings will take more time for Zoom to process them.
A meeting I scheduled isn't showing up in Past Meetings at all — where did it go?
A scheduled meeting will only appear in Past Meetings if at least one person actually joined it through the normal join flow. If nobody joined — no host claimed it and no attendees joined — there is no post-meeting activity for PCC to record, so the meeting will not show up in Past Meetings, even though it was scheduled and its time has passed. This is expected: it isn't a missing-meeting bug or a calendar display issue.
If you expected attendees to have joined a specific occurrence and it's missing, first confirm whether anyone actually joined via Zoom for that date. If someone did join and the meeting still isn't appearing, contact support with the project, meeting name, and date so it can be investigated.
Meeting Invitations and RSVPs
Are attendees able to RSVP to the meetings?
Meeting participants may RSVP to the meeting invitation, and the PCC now displays the count on the PCC Meetings page. From the calendar view, select the day the meeting is scheduled. The PCC will display the list of meetings that are scheduled that day, along with the RSVP counts of Yes, No, or Bounced.
How do I know if the meeting invitation was delivered?
The PCC indicates bounced invitations in the RSVP section of the Meetings page. Bounces are indicated with a yellow triangle. Clicking on the triangle displays a list of emails that bounced.
I want to add an attendee to a few different dates of a meeting series, can I do this?
No. The scheduler currently supports adding a participant to either one specific occurrence or all occurrences of a recurring meeting. Adding a participant to multiple individually selected occurrences is not supported. Attempting to do so will result in the participant being moved to the most recently saved occurrence, not added to both.
What is the “grace period” for LFX meetings?
For example, if your meeting is over, then how long do you have to wait on Zoom before it automatically ends the meeting?
Approximately 40 minutes.
What is the "Meeting Coordinator" role?
The Meeting Coordinator role is a specific permission level that allows community members to manage their meetings on PCC. With this role, they can:
Schedule and manage their meetings.
View committee information.
Note: Meeting Coordinators cannot edit or manage committees beyond viewing their information.
How do I remove myself from an LFX Meeting I no longer want to attend?
Once you have subscribed to a meeting, you cannot remove yourself directly. Only the project's meeting coordinator or program manager has the ability to remove attendees. You may also ask support to remove you by asking for an agent in the support messenger.
Will an invitee be removed from a public meeting if they are removed from the associated committee?
No, when meetings are set to public rather than restricted, removing a user from the committee automatically converts them to showing as invited individually in the PCC. The user will see no cancelation notices and will not be removed from the meeting.
Why do some attendees show an orange warning triangle (⚠️) next to their name?
The triangle indicates that the attendee is on the invite list but hasn't been successfully registered to the meeting on the backend. The full message reads: "This user is part of the mailing list, but has not been registered yet or has been removed from this meeting." Attendees in this state will not receive a calendar invite and the "Resend Invite" button will not appear for their row. For large meetings, this may resolve on its own within a few minutes while invites are processed. If it persists, share the meeting link directly so affected attendees can join via Zoom as a guest, and contact LF support to investigate the backend sync.
How do I live stream an LFX Meeting?
LFX Zoom meetings have live streaming enabled for all hosts. Once you've claimed host, click More (…) in the meeting toolbar to access streaming options.
Stream to YouTube, Twitch, or Facebook: Select the platform from the More menu, authenticate with your account, and click Go Live.
Stream to a custom service (e.g., Restream): Select Live on Custom Live Streaming Service from the More menu and enter your Stream URL, Stream Key, and Live Stream Page URL from your streaming platform's dashboard.
Note: YouTube requires live streaming to be enabled on your account at least 24 hours in advance. Enable it at youtube.com/features.
Host Keys
Why is the Host Key field blank for most meetings?
The Host Key field remains blank until the meeting is one hour or less from the scheduled start time.
When will the Host Key appear in the Meeting list?
The Host Key will appear in the corresponding row for the meeting when it is less than one hour from the scheduled start time.
What can I do with the Host Key once it appears?
You can view and copy the Host Key value to add it to Zoom and claim the host role for the meeting.
Is the Host Key valid for all occurrences of the meeting?
No, the Host Key is only valid for the next occurrence of the meeting. You will need to obtain a new Host Key for future meetings.
AI Summaries
Why did my summary come out in a different language?
Zoom AI Companion automatically detects the spoken language in your meeting and generates the summary in that language. If someone spoke a language other than English early in the meeting, or if the audio quality caused the detector to misidentify the language, the summary may come out in an unexpected language.
What if the summary already came out in the wrong language?
You can't regenerate it in a different language, but during your review, you can use a translation tool and publish the English version.
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