---
title: "Configure meeting settings in advance"
slug: "work-for-desktop-configure-meeting-settings-in-advance"
updated: 2026-07-23T10:07:29Z
published: 2026-07-23T10:07:29Z
canonical: "help.8x8.com/work-for-desktop-configure-meeting-settings-in-advance"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.8x8.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure meeting settings in advance

The **Meeting Settings** module in **8x8 Work** allows organizers to configure key meeting settings before a meeting begins using supported add-ins:

- Chrome extension for Google Calendar
- Outlook add-in
- Google Calendar add-on

With pre-meeting settings, you can:

- Select a **meeting type** (public, private, or large)
- Define **moderation** and **participant roles**
- Enable **automatic recording and transcription**
- Apply **privacy** and **security controls**

> [!NOTE]
> Note:
> 
> Settings take effect at the start of the meeting, so participants join with the right defaults.

## Key Benefits

- **Configure in advance**: Define roles, privacy levels, and recording rules before the meeting.
- **Choose meeting type**: Public, Private, or Large meetings tailored to your use case.
- **Clear ownership**: Meeting ownership is assigned when the meeting is created.
- **Consistent defaults**: Meeting properties, such as automatic recording, cascade from admin-defined tenant settings.
- **Persistent settings**: Each scheduled meeting has its own set of options, which are tied to a link applied to all future sessions.
- **Auto-record & transcribe**: Start recording and transcription automatically.
- **Enhanced privacy**: Pre-configurable lobby, password, and access controls.

### Pre-meeting versus In-meeting settings

| Context | Settings apply to | Persistence |
| --- | --- | --- |
| **Pre-Meeting** | Settings tied to a link apply to all future sessions. | - Persist across recurring meeting URL - Will not cascade across personal sessions |
| **In-Meeting** | Current meeting instance only | Reset when the meeting ends |

> [!NOTE]
> Note:
> 
> Changes in one context do NOT affect the other.

## Availability

- **Discovery**: A Meeting settings link appears in the event after inserting an 8x8 meeting.
- **Default behavior**: If no action is taken, meetings behave as **Public** .
- **Sign-in required**: You must be signed into your 8x8 account in the add-in.

## Where to Find Meeting Settings

- **Chrome Calendar extension**: Add an 8x8 meeting and click Meeting settings in the event.
- **Outlook Calendar extension**: Insert an 8x8 meeting and click the Meeting settings link in the event body.
- **Google Calendar extension**: Insert an 8x8 meeting and click the Meeting settings link.

![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-access(1).png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D)

**Define pre-meeting settings**

### Prerequisites

Before you begin, ensure you have:

- An active **8x8 Work** account
- One of the supported calendar integrations installed (Chrome extension for Google Calendar, Outlook add-in, Google Calendar add-on).

### Configure meeting settings in advance

1. Schedule a new 8x8 Meeting in Chrome, Outlook, or Google Calendar.
2. Locate and click the **Meeting settings** link in the event.

![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/google-calendar-meeting-setting.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D)
3. In the **Meeting Settings** window, select a meeting type:
  - **Public meeting** – Default. Anyone with the link can join.
  - **Private meeting** – Restricted. Lobby enabled; moderators admit participants. Optional password.
  - **Large meeting** – Best for high-attendance events. Roles are pre-assigned as participants and moderators. All others are viewers, who can be promoted to a participant or moderator, as applicable.
4. Optional: Enable **Start recording and transcribing automatically** (recordings begin when a moderator joins).
5. Configure additional options (moderation, participants).
6. Configure security settings (access control).
7. Click **Save**.

For details, see [Pre-meeting settings](/documentation/docs/configure-meeting-settings-in-advance#premeeting-versus-inmeeting-settings).

> [!NOTE]
> Note:
> 
> - Any change here applies to **future meetings** using the same link, not to meetings already in progress.
> - Changes are applied immediately, but you can change the meeting settings later if needed. For in-meeting changes, use **Settings** and **Security options** inside the active meeting.

8x8 admins can configure **8x8 Meet** for their organization, through the **Meetings** settings section in the **8x8 Admin Console**.

For help with configuration, see [8x8 Admin Console - Configuring Meeting Settings in 8x8 Work.](/documentation/docs/set-up-8x8-video-meetings)

**Public meeting**:

![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/pre-settings-meeting-public.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D)

**Private meeting**:

![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/pre-settings-meeting-private-meet.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D)

**Large meeting**:

![image.png](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/image-5CK18FV5.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D)

**Pre-meeting settings**

| Meeting Type | Description | Security & Access |
| --- | --- | --- |
| **Public)** (default) | - Open to anyone with the link | - Standard join - Optional recording |
| **Private** | - Restricted, lobby enabled, moderators | - Lobby required - Optional password |
| **Large** | - For webinars/events - Roles are pre-assigned as participant and moderator. All others are viewers, who can be promoted to a participant or moderator, as necessary. | - Viewers join muted/hidden until promoted. |

| Settings | Description | Meeting Type |
| --- | --- | --- |
| Public | Private | Large |
| **Access** | Who can join the meeting: - Anyone with the link (by default) - Members of my organization ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-access%20(1).png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) | X | X | X |
| **Moderation** | Who can moderate the meeting: - Member of my organization(by default) - Only me - Selected contacts ![image.png](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/image-8AM26TIG.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) | X | X |  |
| **Participant options** | Participant behavior: - Start muted - Start hidden - Grant unmute rights (default) ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-participant-options.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) | X | X |  |
| **Active participants** | Select participants to assign as active participants: - Assign **Moderators**, **Participants**, and **Viewers**. - Choose the participants (share video, audio, or screens, raise hand to speak, etc.) - Give a role to active participants, such as participant or moderator. Remove if needed. ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-active-participants-options.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) |  |  | X |
| **Promotion** | Choose how viewers become participants: - Moderator approval is required (by default) - Viewers can self promote ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-promotion.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) |  |  | X |
| **Recordings** | - Automatic meeting recordings: - On meeting start - After a moderator joins Includes transcription - Automatic meeting recordings: - On meeting start - After a moderator joins Includes transcription - Recording/transcription can be toggled on/off during the meeting ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-recordings.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) | X | X | X |
| **Security** | Configure meeting security options: - A moderator is required to start the meeting - Require a lobby - Optional password (18 digits) ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-security.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) |  | X |  |
| **Other settings** | Optional meeting settings: - Go live option: A waiting screen will be visible until a moderator starts the meeting. Active participants can join immediately - Optional password (1-8 digits) ![](https://cdn.us.document360.io/e3a59e39-abd3-4423-964c-0a4008dc5673/Images/Documentation/meeting-settings-other-settings.png?sv=2026-02-06&spr=https&st=2026-11-03T21%3A53%3A48Z&se=2026-11-03T22%3A53%3A48Z&sr=c&sp=r&sig=yHQvdRtiRi5Qc11q0D03A0tBURq9zW7OmI2FQhYCAAI%3D) |  |  | X |

**Limitations**

- **Meeting Settings** do not impact currently active meetings.
- In-meeting changes apply only for the current session and do not persist.
- Calendar-scheduled meetings can be recorded only if meeting organizers set up automatic recording and transcription before a meeting begins. Admins can also enable this by default in **8x8 Admin Console**.

**Best practices**

- **Use different meeting links** for different contexts:
  - **Public meetings**: Team syncs
  - **Private meetings + Lobby**: HR, finance, or sensitive topics
  - **Large meetings**: Events and webinars
- **Recurring meetings**: Settings tied to a link apply to all future sessions.
- **Ad-hoc meetings**: Settings apply only to that meeting.
- **Moderation**: Only moderators can admit lobby participants.

**FAQs**

**Q: Why don’t I see the Meeting settings link?**

A: Ensure you inserted an **8x8 meeting** via the add-in and are signed in to the correct tenant.

**Q: I changed a setting during the meeting— why didn’t it persist?**

A: In-meeting changes apply only to that session. Use **Meeting Settings** for future defaults.

**Q: Can admins manage defaults?**

A: Admins can currently control auto-record defaults in the 8x8 Admin Console.

**Q: Do pre-meeting changes affect current meetings?**

A: No. Pre-meeting settings apply only from the next time the meeting link is used.