How to Set Up Recurring Meeting Types

Recurring meeting types let you define a meeting that repeats on a fixed schedule (a weekly team standup, a monthly check-in, a quarterly board meeting) and have TrustPager create and manage a single recurring Google Calendar event for the series. Once set up, meetings appear on the CRM calendar, get a Google Meet link, and the TrustPager Notetaker joins each occurrence so transcripts land automatically in https://app.trustpager.com/inbox/meetings.

Meeting formats

Every internal meeting type is either a Recurring meeting or an Instant Meeting.

• Recurring uses a fixed schedule (daily, weekly, fortnightly, monthly, quarterly, or yearly). TrustPager creates one recurring Google Calendar event that repeats indefinitely, so attendees get a single invite that covers the whole series.
• Instant Meeting starts when you click it. Pick a start time, add attendees, and TrustPager fires off a one-off Google Meet event right away. Instant meeting transcripts appear in https://app.trustpager.com/inbox/meetings but are not shown in the Scheduling page list.

Create a recurring meeting type

1. Go to https://app.trustpager.com/operations/scheduling and click New Meeting Type.
2. Give it a name and select Internal Meeting as the meeting format.
3. On the Meeting Schedule card, set Repeat to the cadence you want: daily, weekly, fortnightly, monthly, or yearly.
   • Weekly and Fortnightly show a row of day buttons (Sun through Sat). Tap every day the meeting should run on. You can pick more than one, so a single meeting type can run several times a week. See Running a meeting on several days a week below.
   • Daily has an Exclude weekends toggle, on by default, which limits it to Monday through Friday.
   • Every repeats the cadence at wider intervals. Monthly with Every set to 3 gives you a quarterly meeting, and Weekly with Every set to 2 is the same as Fortnightly.
   • Set the Start time, Duration, and Timezone. The series begins at the next matching day and time, and runs indefinitely unless you set an Until date.
4. On the Team Assignment card, assign a host. The host must have Google Calendar connected so TrustPager can create the recurring event and attach the TrustPager Notetaker.
5. Add any default attendees (CRM contacts, stakeholders, or ad-hoc emails) on the Auto-assigned Attendees card. They will be included on every occurrence.
6. Save the meeting type.

Running a meeting on several days a week

A weekly or fortnightly meeting can run on as many days as you need, not just one. On the Meeting Schedule card, the On row has a button for each day of the week. Tap a day to add it, and tap a selected day again to remove it. Changes save as you go, and at least one day always stays selected.

For example, to hold a fulfilment call at 10am every Wednesday, Thursday, and Friday: set Repeat to Weekly, tap Wed, Thu, and Fri, then set Start time to 10:00. The card confirms the pattern underneath, for example "Runs 3 times a week, at the same time each day."

Every selected day belongs to the same series in Google Calendar: one event, one Meet link, and one invite covering all of them, rather than a separate meeting type per day. The TrustPager Notetaker joins each occurrence, so a Wednesday, Thursday, and Friday meeting produces three transcripts a week in https://app.trustpager.com/inbox/meetings.

On a Fortnightly cadence, all the days you pick fall in the same week, and that week repeats every second week. Picking Wed, Thu, and Fri gives you three meetings one week, none the next.

If the series is already live, changing the selected days makes the Reschedule button appear. Click it to push the new days onto the existing calendar event, and attendees receive a single update notice rather than a fresh invite.

Schedule, reschedule, and cancel the series

The Meeting Schedule card on the meeting type detail page gives you three actions depending on the current state of the series.

Schedule Now

Shown the first time, before any calendar event has been created. Click Schedule Now and TrustPager creates one recurring Google Calendar event with the cadence you configured. Attendees receive a single invite covering the whole series. The TrustPager Notetaker is attached and joins every occurrence automatically, with transcripts landing in https://app.trustpager.com/inbox/meetings.

Reschedule

If you change the cadence, duration, time, or attendees after the series is already live, those changes are not applied until you click Reschedule. The button appears on the Meeting Schedule card only when there are pending changes that have not been pushed to the calendar yet. Clicking it updates the existing Google Calendar event and the Notetaker in place: attendees receive one updated notice and no duplicate series is created.

Cancel schedule

Click Cancel schedule to remove the recurring series from Google Calendar. Attendees receive a cancellation notice, the TrustPager Notetaker stops joining future occurrences, and the schedule is cleared. The meeting type itself and all its settings remain, so you can set a new schedule any time by clicking Schedule Now again.

Viewing your internal meetings on the Scheduling page

The Scheduling page at https://app.trustpager.com/operations/scheduling has an Internal meetings toggle on the left side of the page, next to the Upcoming / Past / Cancelled tabs. It is off by default.

• Off (default): the list shows only customer bookings. Internal meetings are filtered out so they do not clutter your bookings view.
• On: the Upcoming / Past / Cancelled tabs are hidden and the list switches to show your active recurring internal schedules. Each row shows the meeting name, its cadence (for example, "Weekly on Wednesday, Thursday and Friday at 10:00"), the next occurrence, the duration, a Join button for the Google Meet link, and a Manage button that takes you straight to the meeting type schedule.

Instant meetings are not shown in this list. Their transcripts are in https://app.trustpager.com/inbox/meetings.

Transcript Category

The Transcript Category field controls which inbox folder the TrustPager Notetaker files the recording under after each meeting. It does not affect how the meeting is scheduled. View all transcripts at https://app.trustpager.com/inbox/meetings.

Public Booking vs Internal Meeting

Use the toggle at the bottom of the meeting type detail page to switch between Public Booking (client-facing scheduling link) and Internal Meeting (internal calendar series with no public link). Recurring meeting types are always Internal Meetings.

Troubleshooting

No Google Meet link or Notetaker on the event

Both require the assigned host to have Google Calendar connected. If the host is disconnected, the recurring event will not have a Meet link or Notetaker until a connected host is assigned and Schedule Now is clicked again. Connect or reconnect at https://app.trustpager.com/account/connect.

Reschedule button is not appearing after I made changes

Your changes save automatically as you make them. There is no Save button on this page. The Reschedule button appears on its own as soon as you change the cadence, duration, start time, or attendees and those changes are not yet live on the calendar.

If you changed the schedule but Reschedule still is not showing, that schedule was most likely created before this update and does not have change-tracking yet. To fix it, click Cancel schedule and then Schedule Now once to recreate it. From then on, Reschedule appears automatically whenever you make a change.

Schedule Now created a second series instead of updating

This happens if the original Google Calendar event was deleted externally. TrustPager falls back to creating a new event when it cannot find the existing one. If a duplicate appears, delete the old series from Google Calendar and click Schedule Now once more to regenerate cleanly.

Tip: For meetings that do not need a public booking link (internal standups, board meetings, team reviews), recurring meeting types are the right tool. They keep everything in the CRM without needing a client-facing scheduling page.