> ## Documentation Index
> Fetch the complete documentation index at: https://docs.witting.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Schedule Meetings

> How to schedule an AI-conducted interview in Vocalis. Choose an Actor, pick a variant, configure the meeting, add participants, review, and send invites.

Once you have an AI Actor set up, you can schedule meetings where it conducts interviews with your candidates. Click the **Create Meeting** button to start the wizard.

<Frame caption="Click Create Meeting to start setting up an interview.">
  <img src="https://mintcdn.com/wittingai/29PVoPfbm1UtpFr0/images/how_to/schedule_meetings.png?fit=max&auto=format&n=29PVoPfbm1UtpFr0&q=85&s=28aff0c41a7aaa96b7597f2d24da46d2" width="1920" height="1440" data-path="images/how_to/schedule_meetings.png" />
</Frame>

## The meeting wizard

<Steps>
  <Step title="Choose Actor">
    Select the AI Actor that will run this interview.

    <Frame caption="Step 1: Choose which AI Actor will conduct the interview.">
      <img src="https://mintcdn.com/wittingai/29PVoPfbm1UtpFr0/images/how_to/schedule_meetings_step_1.png?fit=max&auto=format&n=29PVoPfbm1UtpFr0&q=85&s=cd0b55cff0666f486ed019780bfb1989" width="1920" height="1440" data-path="images/how_to/schedule_meetings_step_1.png" />
    </Frame>
  </Step>

  <Step title="Choose Variant (optional)">
    If you have created variants (modified versions of the AI Actor), pick the one you want. If there are no variants, this step is skipped automatically.
  </Step>

  <Step title="Meeting Configuration">
    Set up the details of the meeting:

    * **Meeting name** — A label for easy reference (e.g., "Jane Smith - Technical Interview").
    * **Meeting Channel** — Choose **Google Meet** or **Phone Call**.
    * **Date and time** — When the interview should happen.
    * **Duration and settings** — Session length, how early the AI should join, and idle timeout.

    <Frame caption="Configure the meeting — name, channel, schedule, and settings.">
      <img src="https://mintcdn.com/wittingai/29PVoPfbm1UtpFr0/images/how_to/schedule_meetings_2.png?fit=max&auto=format&n=29PVoPfbm1UtpFr0&q=85&s=02a90366e3d0fc636818f7e24500ee65" width="1920" height="1440" data-path="images/how_to/schedule_meetings_2.png" />
    </Frame>
  </Step>

  <Step title="Select Participants">
    Add the candidate(s) who will be interviewed. See [Participant Invites](/vocalis/how-to/participant-invites) for details on adding participants.

    <Frame caption="Add the participants — name and contact details.">
      <img src="https://mintcdn.com/wittingai/29PVoPfbm1UtpFr0/images/how_to/schedule_meetings_3.png?fit=max&auto=format&n=29PVoPfbm1UtpFr0&q=85&s=625a76abb54e5c8d43dde48cf7b2f109" width="1920" height="1440" data-path="images/how_to/schedule_meetings_3.png" />
    </Frame>
  </Step>

  <Step title="Review">
    Review all the details — Actor, variant, meeting configuration, and participants. Make sure everything looks right before scheduling.
  </Step>

  <Step title="Schedule">
    Click **Schedule** to finalize. Vocalis creates the meeting and sends calendar invites to the participants. The AI Actor will join at the scheduled time.
  </Step>
</Steps>

## Meeting channels

| Channel         | How it works                                                                                          | What you need                                             |
| --------------- | ----------------------------------------------------------------------------------------------------- | --------------------------------------------------------- |
| **Google Meet** | AI Actor joins a video call as a real participant. Candidate gets a calendar invite with a Meet link. | [Google Workspace setup](/vocalis/setup/google-workspace) |
| **Phone Call**  | AI Actor calls the candidate's phone number at the scheduled time.                                    | [Twilio setup](/vocalis/setup/twilio)                     |

## Meeting statuses

Track your meetings from the **Calendar** page in the sidebar.

| Status          | What it means                                           |
| --------------- | ------------------------------------------------------- |
| **Scheduled**   | Meeting is set up and waiting for the scheduled time.   |
| **In Progress** | The AI Actor has joined and the interview is happening. |
| **Completed**   | The interview is done and results are available.        |
| **Cancelled**   | The meeting was cancelled before it started.            |

## Next steps

<Columns cols={2}>
  <Card title="Participant Invites" icon="user-plus" href="/vocalis/how-to/participant-invites">
    Learn how to add candidates to meetings.
  </Card>

  <Card title="Meeting Results" icon="chart-mixed" href="/vocalis/how-to/meeting-results">
    Review results after the interview.
  </Card>
</Columns>