CRM Meetings

Overview

Start a video meeting directly from a CRM contact or deal in Kanvas AI, share a branded link with external guests, and get an AI-generated summary when the call ends. The summary and meeting history appear on the contact and deal activity timelines so your team has a complete record of every interaction. Every user also gets a permanent personal meeting room with a shareable link for quick calls outside the CRM.

Use it for: sales calls with prospects, client check-ins, deal-stage conversations, personal meeting links in email signatures or calendar invites, or any meeting you want linked to a CRM record.

How it works

  1. You open a contact or deal in the CRM and click Create Meeting.
  2. Kanvas AI creates a video room and copies a shareable meeting link to your clipboard.
  3. You send the link to your guest. They open it in a browser, enter their name, and wait in a lobby until you admit them.
  4. You join the meeting from the confirmation toast that appears after creating it. As the host, you have access to recording and guest admission controls.
  5. When the meeting ends and a recording exists, Kanvas AI generates an AI summary of the conversation and saves it as a knowledge document.
  6. The summary appears on the deal’s activity timeline (and, for contact-anchored meetings, on the contact’s past meetings list) with a preview and a link to the full document.

Setup

CRM Meetings are available to every workspace member. No additional configuration is required beyond having an active workspace.

Usage

Start a meeting from a contact. Open any contact in the CRM and click Meeting. A meeting link is copied to your clipboard automatically. A toast confirmation appears with an Open meeting action to join as the host.

Start a meeting from a deal. Open a deal — either in the drawer or on the full-page view — and click Create Meeting. The meeting is linked to the deal and, when available, to the deal’s primary contact.

Share the link with external guests. Paste the copied link into an email, chat message, or calendar invite. Guests do not need a Kanvas AI account — they open the link in any browser, enter their name, and wait in the lobby for the host to admit them.

Admit guests from the meeting. When a guest knocks, the host sees a notification inside the video call and can admit or deny them.

Record the meeting. The host can start and stop recording from the controls inside the meeting. A recording indicator is visible to all participants while recording is active.

Review meeting summaries. After a recorded meeting ends, Kanvas AI produces an AI-written summary and saves it as a knowledge document. A preview of the summary appears on the deal’s activity timeline with a View summary link to the full document.

Browse past meetings on a contact. Open a contact’s drawer to see a Past meetings section listing every meeting held with that contact, grouped by date. Each entry shows the host’s name, the meeting duration, a summary preview, and a link to the full summary document.

Personal Meeting Rooms

Every Kanvas AI user receives a personal meeting room — a permanent video link that stays the same over time. Share it in calendar invites, email signatures, or chat messages so anyone can reach you without scheduling.

Finding your link. Open Settings → Profile. Your personal meeting room URL appears in the Personal Info section. Click the copy button to grab the link.

How guests join. Anyone with your link opens it in a browser, enters their name, and waits in a lobby. You receive a knock notification inside the call and can admit or decline them — the same lobby experience as CRM meetings.

Always-on, nothing to configure. Your room is created automatically when you join Kanvas AI. There is no setup step — the link is ready to share as soon as it appears in your profile.

Room lifecycle. Your personal room stays active as long as you belong to at least one workspace. If you are removed from every workspace, the room is paused — guests who visit the link will not be able to join. If you are re-invited to a workspace later, the same room reactivates at the same URL so any links you previously shared continue to work.

Room states in your profile. The personal meeting room field shows one of three states: an active link with a copy button, a brief “provisioning” message while the room is being set up (usually a few seconds after signup), or an “inactive” notice if the room has been paused.

Edge cases & limits

  • Guest access is link-only. Anyone with the meeting link can reach the lobby. Guests are held until the host explicitly admits them — no one enters the meeting without host approval.
  • Meeting not found. If someone visits a meeting link that has expired or does not exist, they see a “Meeting unavailable” page.
  • Leaving and rejoining. After leaving a meeting, guests see a confirmation screen with a Rejoin button to re-enter the same room.
  • Recording requires host privileges. Only the meeting creator (the host) sees the record button. Guests and other participants cannot start or stop recording.
  • AI summary timing. The summary is generated after the meeting ends and the recording is processed. It may take a few moments to appear on the activity timeline.
  • Contact-only meetings. Meetings created from a contact (rather than from a deal) appear on the contact’s past meetings list. There is no deal timeline entry in this case.
  • Deal-anchored meetings on the contact timeline. When a meeting is created from a deal, it appears on the deal’s activity timeline. It does not currently appear in the associated contact’s past meetings section — only meetings created directly from the contact view show there.
  • No meeting scheduled yet. If a contact has no past meetings, the Past meetings section shows an empty state.
  • Personal room URL is permanent. Your personal meeting room slug is set when your account is created and does not change, even if you update your display name. Bookmarks and calendar links remain valid.
  • Personal room deactivation. If you are removed from all workspaces, your personal meeting room is paused. Guests who visit the link see that the meeting is unavailable. The room reactivates automatically if you rejoin any workspace — no new link is needed.
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