Meetings

Lightfield brings in the meetings from your synced calendars and links each one to the right accounts and opportunities, based on who attended. Open Meetings in the left sidebar to see them as a table, or open a meeting to read its summary, transcript and follow-ups.

Who can use it

Meetings are on every plan. Who can see a meeting’s details depends on each participant’s Visibility settings in Settings → Mail and Calendar. A meeting marked private shows its details only to its participants and admins. See Mail and Calendar.

To filter the Meetings table, save a view or export it, see Tables, views and exports.

Earlier plans can differ. Check your workspace’s available features.

What’s on a meeting page

Recordings are usually processed within a few minutes of the meeting ending. The meeting page then shows:

• Summary: written with what Lightfield knows about your business (from Knowledge) and the account’s history.
• Meeting prep, for upcoming meetings. See Meeting prep.
• Tasks from this meeting: follow-ups from commitments made on the call. Whether they’re created or suggested depends on Task creation in Settings → Tasks. See Tasks settings.
• Record updates: new information from the call, such as a competitor or a timeline, applied or suggested according to each field’s AI fill setting. See How records are created.
• Participants: who attended. Click a participant to open their contact.
• The Transcript tab: the video and the full transcript with speaker labels. See Transcripts.

You also find a meeting on the Meetings tab of its account or contact. Whether a meeting is recorded is set in Settings → Recording; see Recording.

To record a one-off meeting that your sync or recording defaults would skip, invite the Lightfield recorder on its calendar event.

Edit or regenerate the summary

Lightfield is instructed to keep summaries to about 400 words and no more than 700, even when workspace instructions ask for more detail. Workspace instructions control the sections and format.

The summary is written by AI, and anyone who can edit the meeting can correct it.

1. Click the summary and edit it. Leave it empty to have Lightfield rewrite it.
2. To refresh it, for example after changing the primary transcript, open the menu next to the Summary title and choose Regenerate. You can also ask the agent in chat to regenerate it.

Lightfield treats your edits as corrections when it regenerates the summary. View history in the same menu opens earlier versions. Admins can change how summaries are written for the whole workspace by asking the agent in chat to update the summary instructions.

Add or remove participants

After a meeting ends, its participants and admins can correct who attended. Viewers can’t.

If an address matches the workspace blocklist or a teammate’s do-not-track settings, adding it hides the meeting. Lightfield warns you before the change. Only an admin can bring a hidden meeting back.

1. Open the meeting.
2. To add someone, click + next to Participants, search for a person or enter an email address, then click Add.
3. To take someone off, open the menu next to their name and choose Remove participant.

Editing participants doesn’t start automations.

How meetings are linked

Meeting links follow the attendees:

• Accounts. Lightfield matches each attendee’s email address to a contact and links the meeting to that contact’s account. If an attendee isn’t in your CRM yet, Lightfield may create the contact and account, depending on your Account & contact creation setting. See How records are created.
• Opportunities. A meeting is linked to an opportunity when one of its attendees is a contact on that opportunity, for example as a Champion or Evaluator.

Emails are linked the same way. You can’t link a meeting to a record directly. Instead, change which contacts belong to the account or opportunity. Lightfield updates that contact’s meetings and emails shortly afterward.

Link a meeting to a different account

Meeting links follow the attendees’ contacts. Changing a contact’s account moves that contact’s other meetings and emails too. Check that the contact belongs on the new account before you move it.

• In chat: open the meeting and ask the agent, for example “Move Dana Kim from this meeting to the Acme Corp account.”
• On the record: open the attendee’s contact from the meeting’s Participants and change the account it belongs to.

The meeting and the contact’s other activity then appear on the new account.

Link a meeting to an opportunity

Adding an attendee to an opportunity also links their other meetings and emails to it. If that is the relationship you want, add the attendee as a contact:

• In chat: open the meeting or the opportunity and ask, for example “Add Dana Kim as a Champion on the Acme renewal opportunity.”
• On the record: open the opportunity and add the attendee to one of its contact fields, such as Champions or Evaluators.

The meeting, and that contact’s other meetings and emails, then appear on the opportunity.

Unlink a meeting

Removing a contact from an account or opportunity also unlinks their other meetings and emails from that record. To do this, remove the attendee in chat or on the record. Once none of the meeting’s attendees is connected to that record, the meeting no longer appears on it.

See which automations a meeting started

When creating or changing a meeting starts an automation, a button with a pointer icon and a run count appears at the right of the meeting header. Its tooltip reads, for example, 2 automations. Click it to open Started by changes to this record, which lists each run with:

• the automation’s name
• what started it and the run number, for example Meeting created · Run #14
• its status, such as In progress, Completed or Failed

Click a run to open it. While a run is in progress, the button’s icon spins.

The button lists runs that were in progress when you opened the meeting or that started while you’re on it. It doesn’t list runs that finished before you opened the page. To check an earlier run, an admin can ask the agent in chat, for example “Show the last 10 runs of the meeting follow-up automation.”

Automations are on the Pro, Growth and Enterprise plans. Admins see every run. Members see runs that execute as the workspace user or as them. See Build an automation.

Share a recording

To share a recording and transcript with someone outside your workspace, open the meeting and click Share:

• Turn on Public link and click Copy link. Anyone with the link can view the recording and transcript.
• Or enter an email address and click Invite. That person verifies their email address before they can view it. You can Resend or Revoke each invitation.

Teammates who can see the meeting open it in Lightfield directly.

Troubleshooting

For a missing recording or transcript, see Find a missing recording.

A meeting is on the wrong account

The attendee’s contact belongs to the wrong account. Move the contact to the right account, in chat or on the contact, and the meeting follows. See Link a meeting to a different account.

An automation run I expected isn’t listed on the meeting

The header button only lists runs that were in progress while you had the meeting open. Ask an admin to check the automation’s recent runs in chat.

Common questions

Can I link a meeting to an account or opportunity directly? No. Meeting links follow the attendees. Move the attendee’s contact to the right account, or add the attendee to the opportunity, and the meeting follows.

Does moving a contact move their other meetings too? Yes. Changing a contact’s account also moves that contact’s other meetings and emails.

Can I record in-person meetings or phone calls? No. For those, add the transcript yourself. See Transcripts.

Who can open a public link to a recording? Anyone who has the link. Invite by email instead if you want the viewer to verify who they are.