“Join my meetings” is a broad instruction. A useful joining policy explains which meetings are in scope, who owns the calendar connection and what should happen when a meeting changes or the host does not admit the assistant.
Choose the starting mode deliberately.
For MeetriX, the observed choices include manually selected meetings, meetings you host or all calendar meetings. Internal-only and internal-plus-external scope provide a separate selection. Choose the smallest scope that serves the pilot, then expand deliberately.
A shared calendar, a delegated organiser and an external invitation can behave differently in a team’s workflow. Include them in the questions you resolve during setup.
Treat title keywords as rules, not judgement.
Write a short list of inclusion and blocking terms with examples. A keyword rule matches how a meeting is named; it does not understand whether the conversation will become sensitive.
Use a naming convention that people can follow. Review blocked titles for accidental matches and included titles for important omissions. Do not rely on an unverified domain-blocking control.
Test both a join and a non-join.
Use a small matrix and record what happened instead of assuming the configuration was applied.
| Case | Expected result to define |
|---|---|
| Meeting hosted by the connected user | Join or do not join under the selected mode |
| External meeting invitation | Behaviour under internal/external scope |
| Title with a blocked keyword | Assistant does not attend |
| Changed time or cancelled meeting | Scheduling behaviour to verify |
| Host lobby or admission requirement | Who admits the assistant and what happens if they do not |
Give someone ownership after setup.
Name the person who maintains the policy and the person who handles an unexpected join or missed recording. Recheck the rules when a calendar owner changes, a new team joins or naming conventions drift.
Tell attendees what the assistant is doing and follow the recording-notification process that applies to your organisation and meeting.
MAKE IT YOURS
Your editable template.
Replace the bracketed prompts, remove what you do not need, and save a version for your team.
CALENDAR JOINING POLICY Team / workspace: [Name] Policy owner: [Name] Calendar connection owner: [Name] Review date: [Date] PURPOSE Meetings we want captured: [List] Meetings outside scope: [List] SETTINGS TO CONFIRM Joining mode: [Manual / Hosted by user / All calendar meetings] Scope: [Internal only / Internal and external] Inclusion keywords: [Terms and examples] Blocking keywords: [Terms and examples] Assistant name / image: [Recognisable identity] Host admission owner: [Role] Attendee notification process: [Details] TEST CASE Case ID / title: [Details] Organiser and participant context: [Details] Expected join behaviour: [Expected result] Observed result: [What happened] Admission / recording outcome: [Details] Issue / owner / next test: [Details] INCLUDE THESE CASES [ ] Hosted meeting [ ] External invitation [ ] Blocked title [ ] Changed meeting time [ ] Cancelled meeting [ ] Host admission required [ ] Shared or delegated calendar, if used OPERATING CHECK Who can change settings: [Role] Unexpected join / missed meeting contact: [Role] Next policy review: [Date] Prepared with the MeetriX resource library. Adapt to your organisation. https://meetrix2.lisan.com/resources/calendar-joining/
