Meeting Agent

Meeting Agent sends a bot into a call you are already running. You paste the meeting link, the bot joins as a participant, and it records what is said. When the call ends you have the recording, a transcript with speaker names, and a written summary. If you choose a tag, those notes are saved to Train, and chat can answer questions about the meeting from then on.

It works with Google Meet and Microsoft Teams. A Meet link looks like meet.google.com, including a company address that ends in .meet.google.com. A Teams link is teams.microsoft.com or teams.live.com, again including a company address under those names. Any other link is refused. There is no calendar connection and no button that watches your diary: someone opens Deploy and pastes the link when the meeting is ready.

Meeting Agent is a standard agent, built and run by Centrus. You set up an instance and point it at a tag. You do not build the bot. See Standard Agents overview. The other standard agent is the Website chatbot.

It does not sit inside Centrus chat, and it has no WhatsApp tool. A question in chat can only use a meeting once the notes are in Train under a tag. Until then, the recording and the summary live on Past Meetings, and in the email if you asked for one.

Every organisation starts with 100 minutes a month and 1 concurrent bot, which means one bot in a meeting at a time. That allowance is included. It is separate from your plan's message credits. Buying more is an add-on, not a change of plan. See Add-ons and Plan and usage.

The banner sits at the top of the instances list and at the top of every instance. On the included allowance it reads Free plan · 100 minutes/month · 1 concurrent bot, then Upgrade for +1,000 minutes and +1 concurrent bot per month, with Upgrade (£19.99/month). That button opens Billing. One Meeting Agent block costs £19.99 per month and adds 1,000 minutes + 1 bot on top of what you already have. It does not replace the included 100 minutes and 1 bot. One block makes the allowance 1,100 minutes and 2 concurrent bots. Two blocks make it 2,100 minutes and 3 bots.

Under the heading, Usage this month shows the minutes used, the allowance, and the percentage, for example 42 / 100 minutes (42%). The bar fills as the month goes on. The figure is the whole organisation, not one instance and not one person. The banner refreshes on its own.

A minute is counted when the meeting finishes, from the length of the recording, rounded to the nearest minute. A meeting that rounds down to nothing is not added. The total is for the calendar month and goes back on the 1st. The check is made when you press Deploy Bot Now. If the minutes already used are at or over the allowance, that deploy is refused. A meeting that is already under way is not cut off at the line. The next one is.

A second bot is refused while one is already joining, waiting, in the call, recording or paused. A bot that has finished and is only processing does not hold the slot. On the included allowance the refusal is Free tier allows 1 concurrent bot, with the number active, then Upgrade to Premium for 2 concurrent bots (£19.99/month). After you have bought blocks it is Concurrent bot limit reached, with the numbers, then Please wait for a meeting to end.

Out of minutes, the included allowance says Free tier limit reached, with the minutes used out of 100, then Upgrade to Premium for 1000 minutes/month (£19.99/month). The note says 1,000. One block still adds 1,000 minutes on top of the 100 you already have, so the allowance becomes 1,100, and the bot count becomes 2. After you have blocks, the note is Monthly limit reached, with the minutes used, then Your limit will reset on the 1st of next month. Another block adds its 1,000 minutes from the day payment completes. Buying is an admin action. Using the minutes is not.

Open Agents in the menu on the left. With Agent Builder, Meeting Agent sits at the top of the list with a Standard badge, created by Centrus, and Use Agent. Without Agent Builder it is a card on the same page, marked Active, with Use Agent and Learn More. Either way, Use Agent opens it. The Agents page itself is covered in Open Agent Builder.

Agents needs agent access. If Agents is missing from your menu, ask an admin. See Edit users and roles.

The instances page is headed with AI bot that joins meetings to record and analyse conversations across Google Meet and Microsoft Teams. On the right are Back to Agents and New Instance. The banner is under that, then a search box, a filter and a sort.

1. 1Click New Instance.
2. 2In Create New Instance, type an Instance Name. It is required, and the window allows 30 characters maximum. The placeholder is Enter a name for this instance.
3. 3Click Create. Cancel closes the window without saving.

A new instance starts as Personal: only you can see it. The page opens that instance, and the note reads Instance created successfully. If the name is empty, the window says Please enter an instance name. If creating fails, the note is Failed to create instance. Please try again.

You can keep more than one instance. Each has its own bot name, welcome message, recording mode, summary prompt, tag and email address. Meridian FM might keep Client meetings for calls with Northgate Housing, with the bot named Meridian Notetaker and the notes filed under Call-out, and Internal reviews for the Monday operations call, with a different name and the Office tag. The minutes and the concurrent bots are still the organisation's. A second instance does not give you a second bot unless you buy a block.

The search box reads Search by name or bot name.... It matches the instance name. Each card shows the name, a badge, Created and the date, then Bot Name: and Welcome Message: when one is saved. A new card shows Bot Name: Meeting Bot until you change it. Configure Agent opens the instance.

• The filter is All Instances, Personal, Shared or Organisation. Personal is yours and not shared. Shared is one a colleague has shared with you. Organisation is visible to everyone in Meridian FM.
• The sort is Name or Date Created. The button beside it is Sort Ascending or Sort Descending. A new list is newest first.
• Clear filters appears once you change the search, the filter or the sort. It puts them back.
• The count reads 2 instances found, or 1 instance found. With a filter on, it adds the filter, so Organisation ends Org instances. With a search, it adds Search: and the words you typed.

The copy button makes a new Personal instance named with (Copy) on the end, and the note is Agent instance duplicated successfully. The copy keeps the bot name, the welcome message, the recording mode and the avatar. Set the summary prompt, the tag and the email address again on the copy. If it fails, the note is Failed to duplicate instance.

The bin asks Confirm Deletion, then Are you sure you want to delete the name, and This action cannot be undone. Delete removes the instance. Cancel leaves it. The note is Agent instance deleted successfully, or Failed to delete instance. Only the creator can delete. Anyone else gets Permission Required: You don't have permission to delete the name, then Only the creator of this agent instance can delete it, and the creator's name to contact. OK closes that window.

An empty list, with no search and no filter, says No instances created yet and Create your first instance to get started with meeting recording, with Create Instance. A search or filter that matches nothing says No matching instances found, Try adjusting your filters or search criteria, and Clear Filters.

Inside an instance the heading is Meeting Agent, then the instance name. Back to Instances is on the right. The banner is under the heading, then five tabs: General Settings, Transcript Settings, Deploy, Live Now and Past Meetings. While the page is loading, the heading is Loading... and the page says Loading instance....

General Settings opens on two cards, both expanded. Click a card's heading to fold it. Basic Settings is Configure instance name, sharing, and permissions.

Instance Name is the name on the instances list. The placeholder is Enter a name for this instance, and the line under it is This name will be displayed in the instances list. The name saves when you click away from the box, if you changed it and the box is not empty. You do not press a separate save for the name.

Visibility is a switch. The right hand label is Organisation. The left hand label is Private, or Shared once at least one colleague is ticked. Off, the line reads Only you can see and use this agent instance. On, it reads Everyone in your organisation can see and use this agent instance. Only the creator can move the switch. For everyone else it is greyed out, with Only the creator can change visibility settings, and the same words if you hover it.

Turning visibility on shares the instance with Meridian FM and starts it as read only. The note is Agent is now visible to your entire organisation. Turning it off hides it from the organisation. The note is Agent is now only visible to you and selected team members, and the Team Members block opens so you can pick people.

Team Members shows only for the creator, and only while the instance is not organisation wide. The line is Select specific team members who can access this agent. Select Members opens the list. Hide closes it. Select all and Deselect all are at the top. Tick a person to share the instance with them. If the organisation has nobody else to list, the box says No team members found. Under the list, the count reads how many team member or team members can access this agent.

Each ticked person has Read-only or Can edit. Can edit lets them change the settings. Read-only lets them open the instance and use it. A cog beside someone on Can edit is Field Permissions for that person. The note after a change is Permission updated for user, or Failed to update user permission.

Once visibility is on, the creator also sees Permissions. The switch runs from Read-only to Can edit. Read only, the line is Organisation members can only use this agent (read-only). Can edit, it is Organisation members can edit this agent's configuration. The notes are Organisation members can now only use this agent (read-only) and Organisation members can now edit this agent. Turning the organisation switch on always starts at read only, so you opt in to editing.

With Can edit on, a cog beside the switch opens Field Permissions. The window says Set which fields are editable for this instance. Fields that are not editable will be locked for all users except the instance creator. The table columns are Field, Step, Description and Editable. Step 1 is Instance Name. Step 2 is the bot name, welcome message, recording mode and avatar. Step 3 is the summary prompt, Auto Add to Knowledge Base and Knowledge Base Tag. Step 4 is Email Notifications and Notification Email. Switch Editable off to lock that setting for everyone except you. Above the table the window may also show a note headed Organisation Settings, saying no organisation ID was provided. The table and its switches still appear under it. Close leaves the window. If the organisation is already read only, the switches cannot be changed, and the note is Cannot update permissions when organisation-level read-only is enabled.

The second card is Bot Configuration: Configure how your bot appears and behaves in meetings.

Bot Name is the name on the bot's tile in the meeting. A new instance uses Meeting Bot. The placeholder is Enter bot name, and the line under it is The name that will appear for your bot in the meeting. People on the call see this name the way they see any other participant. Use a name that says who it is, such as Meridian Notetaker, so nobody has to guess.

Recording Mode has three choices, and it saves the moment you pick one. You do not need Save Bot Configuration for this field alone.

• Active speaker records the person who is speaking. The line under the list is Records the person who is speaking.
• Gallery (all participants) is the starting choice. The note under it says the recording may follow the active speaker until a full gallery view is available.
• Audio only records the sound and not the picture. The line is Records audio only. You will still receive a transcript and analysis, without video.

If the mode does not save, the note is Failed to save recording mode. Please try again.

Welcome Message is what the bot says when it joins. A new instance uses Hello! I'm here to record this meeting. The placeholder is Enter the message your bot will say when joining, and the line under it is The message your bot will announce when it joins the meeting. For a client call, write something the attendees will recognise: Hello, this is Meridian FM. We are recording this call so we can keep notes on the Riverside House visit. Tell people the bot is coming before you send it, or as it joins. The name on the tile and this message are what they see and hear. This guide is not legal advice about recording calls.

Bot Avatar is optional. Choose Avatar Image takes a PNG, JPG or GIF, 5MB or smaller. The line under the button is Upload an image to use as your bot's avatar in meetings. Recommended size: 256x256px. A larger file says File too large. Maximum size is 5MB. Another type says Invalid file type. Only PNG, JPG, and GIF are allowed. The button reads Uploading... while it sends, then Avatar uploaded successfully!, or Failed to upload avatar. Please try again. A preview appears once a picture is stored. It is sent with the bot when the picture's address is a public web address. Otherwise the bot joins without it.

Save Bot Configuration stores the bot name, the welcome message and the avatar. It stays unavailable until both the name and the welcome message have text. While it saves, the button reads Saving.... Success is Bot configuration saved successfully. Failure is Failed to save bot configuration. Please try again. If you cannot edit, the button is not shown. A locked field is greyed out.

Transcript Settings is where you decide what the summary looks like, whether the notes go into Train, and whether an email goes out. Nothing here is sent until a meeting has a transcript and a summary has been written. Both cards start expanded. Save Transcript Settings is under them, not inside either card.

The first card is Transcript & Summary Settings: Configure summary generation and knowledge base integration.

Custom Summary Prompt is the instruction used to write the summary. The placeholder is Leave empty to use the default prompt... The line under the box is This prompt will be used by AI to generate meeting summaries. Leave empty to use the default format. Empty is a reasonable start. The default summary is in British English and has a title, the date and time, the platform, the participants, a short executive summary, the topics, the decisions, a table of action items with owner, action, due date and priority, risks and blockers, and next steps. Where a due date was not said, it is left blank.

A prompt that only says "summarise the meeting" adds little to that default. A useful one names what Meridian FM needs to find later. For client meetings:

Write the summary for a facilities contract manager. Use British English. Lead with the site, the customer and the date. List decisions as they were agreed. List actions with the owner and any date that was said. Quote numbers for cost, attendance and parts. Leave out small talk. If something was not agreed, say it was not agreed.

Automatically add to Knowledge Base is a tick box. The line under it is When enabled, meeting transcripts and summaries will be automatically added to your selected tag's knowledge base. Off, the notes stay on Past Meetings and in the email. They do not become something chat can search. On, a Knowledge Base Tag box appears. The button reads Select or create a tag... Click it, pick a tag, or type a new name. A name that does not exist yet shows Create beside the new tag. The note is Tag and the name created successfully, or Failed to create tag. A small × on a chosen tag clears it. The line under the box is Select which tag's knowledge base should receive the meeting content.

The saved file is a document in Train, under that tag, in the name of the person who pressed Deploy Bot Now. It holds the meeting title, the date, the length, the participants, the summary and the full transcript. Who can then find it in chat is whoever can use that tag. A Call-out tag shared with Engineers means the engineers can ask about the meeting. A personal tag means they cannot. Tags themselves are covered in Control who sees what with tags. Finding the file in Train is the same as any other document: see Upload files.

Tick the box and also pick a tag. A tick with no tag does not file anything. The filing happens when the summary is written, which is after the meeting, not when you press save on this page.

The second card is Email Notifications: Configure automatic email notifications for meeting summaries.

Send email notifications after meetings is a tick box. The line under it is When enabled, you'll receive an email with the meeting summary and transcript. The email goes to Notification Email Address, which appears once the box is ticked. The placeholder is Enter email address... The line under the address is This email address will receive meeting summaries and transcripts. It does not have to be your own login. John Martin can put contracts@meridianfm.co.uk if that inbox should hold the notes. An address that is not a valid email turns the box red and says Please enter a valid email address. Save Transcript Settings stays unavailable until the address is valid, and until the box is either unticked or filled.

The email goes out when the summary is written, to that one address. The subject is Meeting Summary: and the meeting title. It includes the date, the length, the participants, the summary, and View Recording when a file exists. The transcript is attached as a text file. The foot says This meeting summary was automatically generated by your Meeting Agent. View Recording works for 30 days, the same window the recording is kept for, and it does not ask for a Centrus login. Anyone who has the email can open it.

Save Transcript Settings stores the prompt, the tick boxes, the tag and the address. Success is Transcript settings saved successfully. If you cannot edit any of these fields, the button stays unavailable, and pressing save where you have no permission says You do not have permission to edit these settings. A failure is Failed to save transcript settings. Please try again. While it saves, the button reads Saving....

Deploy is one card, Deploy Bot to Meeting: Paste a meeting URL to have the bot join immediately. It starts expanded. Click the heading to fold it. There is no diary and no scheduled join on this tab. You paste a link for a meeting that is ready now.

Meeting Title (Optional) is the name you will see on Live Now and Past Meetings. The placeholder is e.g. Quarterly Review, and the line under it is Optional name for this meeting. A clear title helps later, for example Riverside House, Northgate. Leave it empty and the meeting is stored as Untitled Meeting.

Meeting URL is required. The star is in the label. The placeholder is https://meet.google.com/... and the line under it is Google Meet or Microsoft Teams URL. Paste the full link, including https://. Deploy Bot Now stays unavailable until the box has text. A link that is not Meet or Teams is refused with Paste a Google Meet or Microsoft Teams URL.

Under the boxes, a line names the recording mode saved on General Settings: Gallery (all participants), Audio only or Active speaker, in the sentence This bot will join using the saved recording mode. Change the mode on General Settings before you deploy if this meeting should be different. The bot also uses the saved bot name, welcome message and avatar. Transcription is always on.

1. 1Start the Meet or Teams call, or copy the link from the invitation.
2. 2Open Deploy, paste the title if you want one, and paste the link.
3. 3Click Deploy Bot Now. The button reads Deploying Bot... while it sends.

When it works, the title and the link clear, and the page switches to Live Now. You may see Bot deployed successfully! Joining meeting... and then Bot deployed successfully! The bot does not skip the waiting room. If the host has to admit people, someone in the call still has to let it in. On Live Now that wait shows as Waiting.

The minutes and the bot count are checked first. The refusals are the ones in Minutes and bots, above. If the service is busy, the note is Meeting Agent is currently experiencing high traffic. Please try again in a few minutes. A deploy that fails after it has tried says Failed to deploy meeting bot after 3 attempts. Please try again. followed by the reason. Where there is no reason, the note is Failed to deploy bot. Please try again. An empty link, if you reach it, says Please enter a meeting URL.

Participants see another person in the call, with the Bot Name on the tile and the avatar if one was sent. They hear the Welcome Message as the bot joins. They do not get a Centrus account by being in the meeting, and they cannot open Past Meetings from the call.

If the meeting uses a waiting room, the bot waits to be admitted. That wait is limited to 10 minutes. If nobody lets it in, the meeting ends as failed. The same 10 minutes applies if the bot joins and nobody else is in the call, and if the call goes silent for 10 minutes. A recording stops at 2 hours even if the call goes on. You do not have to watch the clock: the bot is asked to leave at that point, and the recording so far is kept.

The recording also ends when the call ends, when you press Remove Bot on Live Now, or when the bot is removed from the meeting by a host. After it leaves, the meeting moves to processing. The transcript and the summary are written then, not while people are still talking. Audio only still produces a transcript and a summary. It does not produce a video.

Live Now lists the bots this instance has in meetings. The list refreshes about every 10 seconds. The card is Active Bots: Bots currently deployed and running in meetings. A badge on the right reads how many are active, for example 1 active.

While the list loads, the card says Loading active bots... With nothing in a meeting, it says No Active Bots and Deploy a bot to a meeting to see it appear here.

Each row has the meeting title, or Meeting and a number if there is no title, then a status:

• Queued, Waiting and Joining mean it has not started recording yet. Waiting is the usual one when a host still has to admit it.
• In the call means it has joined and is not recording yet. Recording means it is recording. Paused means recording is paused.
• Processing and Transcribing mean the call has ended and the notes are being prepared. Those rows usually leave this list and show under Past Meetings.
• Completed and Failed are finished states. A status Centrus does not have a label for is shown in plain words. An empty status reads Unknown.

Under the title, the row shows the meeting link without the https://, a Bot ID, and Started: with the day and time. The arrow button's tooltip is Open meeting. It opens the Meet or Teams link in a new tab. Remove Bot asks the bot to leave. The row's button shows a spinner while that happens. Success is Bot removed from meeting, and you may also see Bot removed successfully. The meeting is marked processing, and the recording up to that moment is kept. It appears on Past Meetings once processing finishes. A failure is Failed to remove bot from meeting, or Failed to remove bot, with the reason when there is one. If the bot has already gone, the note is Bot not found.

When at least one bot is listed, a second card shows three counters: Active Bots, Scheduled and Total Managed. Scheduled stays at 0. You cannot book a join for later from this page. Total Managed is the active count plus that zero. The counters are hidden when nothing is live.

Past Meetings is the record after the bot has left. Live bots are not in this list. Two cards: Search & Filter, which starts folded, and Past Meetings, which starts open. The second card's line is No meetings yet, or a count such as 2 meetings.

Open Search & Filter for three boxes. The card's line is Filter past meetings by title, status, or date.

• Search, placeholder Search by title or URL... It matches the title or the meeting link in the list you are looking at.
• Status, starting at All Statuses. The other choices are Completed, Processing and Failed.
• Sort By, starting at Date (Newest First). Duration puts the longest first. Title (A-Z) sorts by name.

Under the boxes, a line reads Showing how many are on screen of the total, and Refresh loads the list again. The list loads 50 meetings. Refresh does not add a next page.

While the list loads, the card says Loading past meetings... With nothing to show, it says No Meetings Found. If you have not recorded anything, the next line is Deploy a bot to record your first meeting. If a search or a status filter hid them, it is Try adjusting your filters.

Each meeting card has the title, then a status badge. The badge uses the status as stored, in lower case: completed, processing or failed. completed means the recording has been stored and, when speech was captured, a transcript is there. processing means the bot has left and the file or the transcript is still being prepared. failed means the bot did not record. Typical reasons are that it was never admitted, the link was refused, or it was removed before recording began. A meeting that ends before any recording starts can show terminated instead. That one is not in the status filter, so it only appears under All Statuses.

A second badge reads Deletes in and a number of days. Recordings are kept for 30 days from when the meeting was created, and the badge counts down. Under 7 days it turns red. At 0 days the recording, the transcript and the summary on this page are removed. The tidy up runs each day at 02:00 UK time. A copy you saved to Train is a separate document. Deleting the meeting here, or waiting out the 30 days, does not remove that Train file. Remove it in Train if the notes should go as well.

Under the badges, the card shows the date and time, the length when there is one (42m, or 1h 12m once it passes an hour), and the participant count when names were captured, for example 4 participants.

The buttons depend on what has arrived:

• Play Video opens the recording in a new tab. Download Recording saves it. The file name ends in the meeting title and recording.mp4. Both appear only when a recording file is there. The address you get is good for one day, and opening the list again issues a fresh one. If the file is missing, download says Recording file not available. The recording may still be processing or may have failed. Success is Download started. A failure is Failed to start download. Please try again.
• Download Raw Transcript appears when a transcript is stored. It saves a text file. Success is Transcript downloaded as the file name. If there is nothing to save, the note is No transcript available or Failed to download transcript.
• Download Meeting Summary appears once a summary exists. It saves a text file headed Meeting Summary: and the title, then the date and the summary. Success is Summary downloaded. If you press it before a summary exists, the note is No analysis available. Please run analysis first. Other failures are Recording not found and Failed to download summary.
• Generate Summary appears when there is a transcript and no summary yet. Its tooltip is Generate AI summary and optionally add to knowledge base. The summary is also written on its own when the transcript arrives, and that is when the tag and the email run. Use the button if that pass did not leave a summary. Success is Meeting analysis completed! and you may also see Meeting analysis completed successfully! A failure is Failed to analyze meeting. Please try again. or Failed to run analysis. Please try again. If the transcript is gone, the reason is No transcript available for analysis.

Generate Summary uses the prompt saved on Transcript Settings, or the default if that box is empty. If Automatically add to Knowledge Base is ticked and a tag is chosen, this pass also files the notes. If email is on and the address is valid, this pass also sends the email. A problem filing the notes, or a problem sending the email, does not throw away the summary. It still shows on the meeting, and Download Meeting Summary replaces the button.

Delete is on every meeting, for anyone who can open the instance. It is not limited to the person who deployed the bot.

The window is Confirm Deletion. It asks Are you sure you want to delete the meeting name. Then This will permanently remove: Meeting recording video, Transcript and analysis, and All associated data. Then This action cannot be undone. Delete removes it from Past Meetings and deletes the recording file. Cancel leaves it. Success is Recording deleted successfully. Failure is Failed to delete recording. Please try again. The Train document, if you filed one, is not this window. It stays under the tag until you remove it there.

Chat does not have a meetings tool, and Meeting Agent does not answer inside the call. The way a colleague asks about a meeting is the same way they ask about any other document in Train: the notes have to be filed under a tag they can use.

On Transcript Settings, tick Automatically add to Knowledge Base, choose the tag, and save. After the next meeting, once the summary has been written, the document is in Train under that tag, uploaded as the person who deployed the bot. From then on, anyone with that tag can ask in chat. Anyone without it cannot, even if they were in the meeting. How tags grant that access is in Control who sees what with tags.

Name the meeting in the question. A vague "what did we decide" has nothing to hang on if Train holds a month of calls. This is specific enough:

At the Northgate Housing meeting on 08/10/2026 about Riverside House, what did we agree about the boiler, and who is booking the return visit?

The answer can only be as good as the summary and the transcript. A prompt that asks for owners and dates, as in Transcript settings, is what makes a question like this one answerable. If the tag was not set, or the summary never ran, chat has nothing from that meeting to read. The recording on Past Meetings is not searched from chat.

The same instance works on a phone. The heading stacks, Back to Instances sits under it, and the tabs scroll sideways. On Deploy, the title and the link stack in one column. Deploy Bot Now is still at the foot of the card. Live Now and Past Meetings use the same buttons. Remove Bot and Delete are easy to hit, so check the meeting name before you press them.

09:41

Centrus

Meeting Agent · Client meetings

Back to Instances

General SettingsTranscript SettingsDeployLive NowPast Meetings

Deploy Bot to Meeting

Paste a meeting URL to have the bot join immediately

Meeting Title (Optional)

Riverside House, Northgate

1

Meeting URL *

https://meet.google.com/mer-idfn-hq7

Deploy Bot Now2

1. 1Deploy on a phone. The two boxes stack.
2. 2Deploy Bot Now, the same button as on a wide screen.

These are the notes on Meeting Agent itself. Buying the add-on, and the same limit lines as they appear from Billing, are in Add-ons.

Opening Meeting Agent needs agent access. After that, what you can change depends on who created the instance and how they shared it. The minutes and the bots belong to the organisation, so a deploy by Sarah Price spends the same allowance as a deploy by John Martin.

A read only colleague can still spend minutes and can still delete a past meeting. If that is wider than you want, keep the instance Personal, or share it with named people on Read-only and accept that Delete on a recording is still on the page. Locking fields in Field Permissions stops them changing the setup. It does not hide Past Meetings.