Meeting States

Meeting States

Every meeting moves through a series of states from creation to completion.

Meeting Lifecycle

Pending

The meeting link has been created but no one has joined yet:

• Appears in your upcoming meetings list
• The link is ready to share with guests
• Meeting settings can still be edited

Waiting

A guest has opened the meeting link and is on the pre-call setup page:

• Guest is testing their camera and microphone
• Guest may be filling in pre-meeting questions
• The AI avatar has not started yet

Active

The meeting is in progress:

• Appears in your Live Meetings section on the dashboard
• Transcript is updating in real-time
• You can view the live conversation or end the meeting early

Ended

The meeting has concluded:

• Full transcript is available
• Meeting summary is generated
• Follow-up email is sent (if enabled)
• Appears in your Past Meetings list

Expired

The meeting link expired before anyone joined:

• No conversation took place
• The link is no longer active

Avatar Status

During active meetings, the AI avatar has its own status:

• Starting — the avatar is connecting and preparing to join
• Active — the avatar is live and conversing with the guest
• Voice only — the meeting is running in audio-only mode (no video avatar)
• Failed — the avatar couldn’t start; the meeting may continue in voice-only mode as a fallback

Troubleshooting

Meeting Won’t Start

If a meeting stays in the “starting” state:

• The guest should check their internet connection
• Try refreshing the meeting page
• If the issue persists, the meeting may fall back to voice-only mode

Meeting Ended Unexpectedly

If a meeting ends before expected:

• Check your max call duration setting in Billing & Usage
• Review the meeting record for any errors
• Contact support if the issue repeats

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Questions? Contact hello@buzztrail.ai for assistance.