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This page covers what happens inside a Cal Video meeting. For recording, transcription and other options you set on a Link, see Cal Video advanced settings. For rooms that don’t need a booking, see Cal Video rooms and Cal Audio.

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When you can join

For a booked meeting, the Cal Video link opens 60 minutes before the start time and keeps working until four hours after the meeting is scheduled to end.
  • If someone opens the link too early, they see “This meeting has not started yet” with a link to the booking.
  • If they open it after the window has closed, they’re told the meeting is in the past.

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Chat

Click Chat to send messages to everyone in the meeting. Messages are only shown during the call and aren’t saved afterwards.

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People and letting guests in

Click People to see who’s in the meeting. When there are more than eight people, you can search the list. If someone without an invite tries to join, they knock and wait. Everyone in the meeting can see the waiting list under Waiting to join, and a host can click Admit or Deny. If nobody answers, the guest is told and can knock again. A host can also open the room to anyone with the link, so guests join straight away without knocking. The setting stays on the room for future meetings until a host changes it.

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Host controls

Hosts can manage other participants from the People panel. Open the options next to a person’s name to:
  • Pin for everyone, so their video is shown large for the whole meeting
  • Mute them, or Stop screen share if they’re sharing
  • Remove from meeting. You’re asked to confirm first. Someone you remove can’t rejoin with the invite they used.
Hosts can mute someone or stop their screen share, but can’t turn their microphone or screen share back on. Hosts can also end the meeting for everyone. Anyone can use Pin for me to keep a person’s video large on their own screen only.
When a host starts recording or transcribing, Cal Video first asks them to confirm:
  • Record this call? “Do you confirm to record this call?”
  • Transcribe this call? Transcription uses Cal.com’s AI providers.
Click Confirm to start, or Cancel to go back. The dialog links to the Cal.com privacy policy. Stopping a recording doesn’t ask again.

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Your recordings

Recordings and transcripts from meetings you hosted are listed at cal.video/recordings. Only you can see them. Sign in with your Cal.com account to open the page.
  • Recordings appear a few minutes after a recorded meeting ends.
  • Each file is kept for 30 days after the meeting and then deleted. The list shows how many days are left.
  • Use Download to keep a copy, or Delete to remove a file early. Deleting it also breaks any links you shared.