Find your meetings

Use the Meetings page to see what is coming up, find a past meeting and open its notes.

Before you start

Alcova lists the meetings from the calendars you connect. If no calendar is connected, the page shows Connect a calendar. Select Connect and follow Connect and choose your calendars.

Open your meetings

In the sidebar, select Meetings.
Select Upcoming meetings or Past meetings.

The page opens on Upcoming meetings. When you come back to Meetings later, without reloading Alcova, it opens the tab you used last.

The Upcoming meetings tab, with today's meetings for the Whitlam, Ikeda and Esposito families and tomorrow's Kaur Family discovery meeting

The Auto record box above the list sets which online meetings Operator records for you. See Have Operator take notes.

Meetings are grouped by day, such as Today, Tomorrow or Mon, 26th Oct. Each meeting shows its title, its time and how it takes place: Google Meet, Zoom, Teams, Online or In Person. If someone else organised the meeting, it also shows Organised by and their name.

Upcoming meetings shows today's meetings and the next 90 days. A meeting that finished earlier today stays under Today until tomorrow.
Past meetings shows meetings from before today, going back 90 days. The most recent meetings are at the top.

To open a meeting, select it. To go back to the list, select Meetings at the top of the meeting page.

Show past meetings without notes

Past meetings shows only meetings with notes. A meeting counts if it has a recording, or if you wrote your own notes on it.

The Past meetings tab with Only meetings with notes turned on, listing recent meetings for the Sorensen and Gallagher households

To see every past meeting:

Select Past meetings.
Turn off Only meetings with notes.

Meetings that nobody recorded show Not recorded.

Two past meetings marked Not recorded below a recorded meeting

Alcova remembers your choice. Turn Only meetings with notes on again to hide meetings without notes.

Search for a meeting

You can search by household name, by attendee name or by email address. Search does not look at meeting titles.

Select the search box at the top of the list.
Enter part of a name or email address, for example Sorensen.

Enlarge screenshot:

The search stays in place when you switch between Upcoming meetings and Past meetings. It is also part of the page address, so you can send the link to a colleague. To clear it, select the X in the search box.

If Only meetings with notes hides every match, the page shows No meetings with notes match your search. Select Show all past meetings to include meetings without notes.

A search for Kaur with no matching meetings with notes, and a Show all past meetings button

Show cancelled meetings

Cancelled meetings are hidden from both tabs.

Select the cog button at the top right of the page.
Select Show cancelled.

Enlarge screenshot:

Cancelled meetings appear crossed out, with Cancelled. You can still open them to read any notes.

A cancelled meeting for Friday 23 October, crossed out and marked Cancelled

To hide them again, open the same menu and select Hide cancelled. Alcova remembers your choice.

Get the latest from your calendar

Alcova keeps your meetings in step with your calendar. To check for changes now, select the cog button, then select Sync calendar. The item shows Syncing... until it finishes.

If Alcova cannot reach your calendar, a message above the list explains what to do. See Connect and choose your calendars.

What you can do from a meeting

The buttons on a meeting depend on when it is and how it takes place.

You see	When	What it does
Join	An online meeting starts in 15 minutes or less.	Opens the meeting link in a new tab and opens the meeting in Alcova. If Operator is not invited, Alcova asks whether to invite it first.
Invite Operator	An online meeting that Operator is not joining yet.	Asks Operator to join the meeting and take notes. See Have Operator take notes.
Record	An in-person meeting today.	Starts recording on this device. See Record or upload a meeting.
Operator and a coloured dot	Operator is scheduled or in the meeting.	Point to it to see the status or why Operator is joining. See Operator statuses.

Some meetings show a label instead of buttons:

Label	What it means
Processing...	Alcova is turning the recording into a transcript and notes.
Not recorded	The meeting has no recording.
Transcript deleted	The transcript was deleted, for example under your organisation's retention policy.
Cancelled	The meeting was cancelled. Shown only when Show cancelled is on.
Declined	You declined the meeting invitation.

Select the three dots on a meeting for more options, such as Remove Operator or Cancel Meeting. Only the organiser can cancel a meeting. See Edit or cancel a meeting.