> ## Documentation Index
> Fetch the complete documentation index at: https://docs.worldvisagroup.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Meetings

> Arrange client conversations with WorldVisa Meet: start instantly, schedule ahead, book paid lawyer consultations, and review invitations and recordings.

**WorldVisa Meet** brings your client meetings into the enquiry workflow. Start a conversation now, arrange a time for later, or book a lawyer consultation. CRM keeps the meeting linked to the enquiry so you can review its details, attendance, and available recordings afterwards.

## Choose the right meeting

Open the correct enquiry and select **Meetings**. Use **New meeting**, or open **More** beneath the client's name, to choose how you want to meet.

![Meeting workspace with labelled meeting-type options, Meetings and Consultations tabs, and New meeting button](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-options-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=2b45e863a0b4b382329bd5d6a5acc113)

| Type | When to use it |
| - | - |
| **Instant Meeting** | You and the client are ready to talk now, such as when a call would be easier to continue over video. |
| **Schedule meeting** | You have agreed a future time for a profile review, proposal discussion, or another client conversation. |
| **Lawyer consultation** | The client needs a consultation with the lawyer or agent configured for their destination. This follows a service, availability, and payment workflow. |

The **Meetings** subtab lets you review ordinary meetings. **Consultations** shows the consultation bookings and their payment or scheduling progress.

## Start an instant meeting

Choose **Instant Meeting** when everyone is ready to join. Give the meeting a title that explains the discussion, such as **Review the Australia proposal**, rather than leaving colleagues to guess what it was about later.

![Start Meeting window with labels for the title, end time, guest emails, and Start meeting button](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-instant-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=7205dc3a88540cf51244ba774d205bbc)

1. Enter the **Title**.
2. Check the **To** time or duration. The meeting starts now, so choose an end time that fits the conversation.
3. Add a description if you need to share the purpose or preparation.
4. Review **Guests**. The client's email can be prefilled from the enquiry; confirm it and add anyone else who should be invited.
5. Select **Start meeting**. WorldVisa Meet opens the meeting room in a new tab.

If the browser blocks the room from opening, allow the pop-up for this action. Creating a meeting does not mean the client has joined; give them time to open their invitation.

## Schedule a meeting for later

Choose **Schedule meeting** after agreeing a suitable time with the client. Add a clear title and check the guest list before sending the invitation.

![Schedule Meeting window with labels for details and guests, calendar date, start and end time, and scheduling confirmation](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-schedule-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=7d7fb3e1b56f866c7d5ab1202bca953a)

**1. Add the purpose and guests**

Enter the title and, where useful, a short description. Review the email addresses under **Guests**. Invitations depend on those addresses, so correct an outdated address before scheduling.

**2. Choose a date**

Select the day in the calendar. Review the meetings shown for that date so you understand your existing commitments.

**3. Set the start and end**

Choose **From** and **To**. Check the displayed duration and any overlap warning. Confirm the intended time zone with the client, especially when they are overseas.

**4. Schedule and check**

Select **Schedule meeting** and wait for confirmation. Review the saved meeting and ask the client to check their email invitation.

## Book a lawyer consultation

Choose **Lawyer consultation** for the consultation service available for the enquiry's destination. This is separate from scheduling an ordinary meeting: you select the service and lawyer, review their availability, and request payment before the meeting is confirmed.

![Lawyer consultation calendar with labels for service and lawyer selection, both time zones, the selected slot, invited guests, and payment confirmation action](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-consultation-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=19adcc7c44329ff521af9a58f7a2b8c8)

**1. Choose the service and lawyer**

Review the consultation **Service** and select the available **Lawyer**. Give the booking a useful title and add a description of what the client wants to discuss.

**2. Check both time zones**

Review the lawyer's time zone and the client's time zone. Choose the correct client zone rather than assuming the client is in India.

Where offered, select **Save to the client's profile** if the chosen zone should be retained for future use.

**3. Choose an available slot**

Use the calendar to select a start and end time. The calendar can show the lawyer's and client's time side by side. Check the slot summary beneath it, including both local times and the duration, before confirming with the client.

Resolve any overlap warning before continuing.

**4. Review the guests**

The booking includes the client and lead owner as automatic guests, and the lawyer hosts the meeting. Add any extra guests who need to attend and check their email addresses.

**5. Request payment**

Select **Collect payment & schedule**. This requests the consultation and sends the payment link. Tell the client that the meeting is scheduled once payment is completed and the booking is confirmed.

**6. Check the confirmed booking**

Review the booking in **Consultations** after payment. Confirm its status and meeting details before telling the client everything is ready.

If it shows that a new slot is needed, use the available **Reschedule** action and arrange another suitable time. Do not create a second purchase just because the original slot needs attention.

> [!WARNING]
>
> Sending a consultation payment link is not the same as confirming a meeting. If payment arrives after a booking expires or the slot is no longer available, the paid booking can require rescheduling. Follow the status shown in Consultations.

### If no lawyer is available

You may see **No lawyer available** when nobody has been configured for the enquiry's destination. Ask an admin to complete the lawyer setup, then return to the consultation flow.

![No lawyer available message with labels identifying the setup requirement and instruction to contact an admin](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-lawyer-unavailable-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=e13f6e8206a49cf8576792f8c9db0be0)

Do not change the client's destination just to get past this message. The consultation should match the service and country the client actually needs.

## Email invitations and confirmation

WorldVisa sends meeting invitations to the invited participants. The email gives them the meeting title, scheduled time, and joining information. The confirmation example below also shows the calendar invitation option.

![Meeting confirmation email with labels for the calendar invitation, booking confirmation, and meeting time and time zone](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-email-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=70da28b852eb2f34d7b6b11ba485fcd5)

Before finishing the booking conversation, ask the client to check the title, date, and time zone in the email. For a lawyer consultation, distinguish the payment request from the later meeting invitation.

If an invitation has not arrived, first confirm the guest email address and ask the client to check their spam folder. Check the booking's current status before creating another meeting.

## Join through WorldVisa Meet

Open [WorldVisa Meet](https://meet.worldvisagroup.com) to join using a meeting link or code. Invited guests should use the link sent to their own email so they follow the intended guest-joining flow.

![WorldVisa Meet homepage with labels for the app, meeting link or code input, and Join button](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-join-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=aa50e1b04b0ea4272f79a94a5d9315b1)

Enter the link or code and select **Join**. Before entering the room, check your camera and microphone in the pre-join screen and allow the browser permissions needed for the conversation.

If the page says **Waiting for host to join**, stay on the page. The meeting starts for guests when the host arrives. For a lawyer consultation, the lawyer is the host.

WorldVisa Meet provides the video meeting room, camera and microphone controls, and meeting chat. Keep the CRM profile, reports, or notes ready for the discussion so you can focus on the client rather than searching for information during the meeting.

## Review meetings, attendance, and recordings

Return to the enquiry's **Meetings** tab to find the meeting afterwards. Use **Type**, **Status**, and **Search** to narrow the list, then select the meeting to review its details on the right.

![Meeting history with labels for filters, meeting selection, timing details, participant attendance, and recording playback and download](https://mintcdn.com/wv-enterprise/PcTxd3WLo5iruk9e/images/crm/meetings-history-annotated.png?fit=max\&auto=format\&n=PcTxd3WLo5iruk9e\&q=85\&s=b7e00834ea9c3885d9980b450c97fc02)

| Section | What to review |
| - | - |
| **Code** | The meeting reference, with a copy action where shown. |
| **Scheduled at and Ends at** | The planned meeting window. |
| **Started at, Ended at, and Duration** | What was recorded for the actual meeting. Planned and actual times can differ. |
| **Participants** | The host and participants, with recorded joining and leaving times where available. |
| **Recordings** | Available recordings to play or download. A recording is not guaranteed for every meeting. |

Use **Consultations** for the lawyer booking's slot, payment status, and any rescheduling action. Once a consultation has a meeting, its detail view can also show participants and available recordings.

Where a cancellation action is available, review it before proceeding. Keep the client informed if plans change and check the current record before arranging a replacement.

## Leave a useful outcome

After the meeting, record the decisions and next steps in [Notes](https://docs.worldvisagroup.com/crm/reviewing-a-lead/timeline-and-notes.md). Mention what the client agreed to, what still needs checking, and who will follow up.

For example: “Reviewed the proposal with the client and their spouse. Client will send updated employment documents before the next review. No final application route has been confirmed.”

Scheduled meetings linked to an enquiry can create a [meeting task](https://docs.worldvisagroup.com/crm/reviewing-a-lead/tasks.md#tasks-created-automatically). Check the existing task before adding another reminder, and create a separate task for any new work agreed during the meeting.


## Related topics

- [Introduction to WorldVisa CRM](https://docs.worldvisagroup.com/crm/introduction.md)
- [What is WorldVisa Console?](https://docs.worldvisagroup.com/developers/what-is-worldvisa-console.md)
- [Enquiry details](https://docs.worldvisagroup.com/crm/reviewing-a-lead/enquiry-details.md)
- [Tasks](https://docs.worldvisagroup.com/crm/reviewing-a-lead/tasks.md)


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