For AI agents: the complete documentation index is available at https://docs.clickmax.io/en/llms.txt, the full documentation bundle is available at https://docs.clickmax.io/en/llms-full.txt, and this page is available as Markdown at https://docs.clickmax.io/en/features/contacts/manage-group-call-sessions.md.
  • English

      • How do I manage the sessions of a group call?

      Open the Sessions screen of the group agenda. It shows each session with its taken seats and who registered, and lets you change the seats, move or cancel the whole session. When you move or cancel, everyone registered gets the notice.

      Before you start

      Open the sessions

      1. Open Commercial → Scheduling → Agendas.
      2. On the card of the agenda tagged Group, click the Sessions calendar icon, next to the copy and open link buttons.

      The screen shows four weeks at a time, grouped by day, in Brasília time. Use the arrows to go to the next period or back. Each session shows how many registered (for example, 18/30 registered) and, when it applies, Full, Cancelled or Ended.

      Sessions show up even before anyone registers, and you can adjust them the same way.

      See who registered

      Click Registered on the session. The list shows each person's name, email and phone, the status of their booking, and the Joined the meeting badge for people who clicked "Join the meeting" from their personal link. People who cancelled stay on the list, marked Cancelled.

      Change the seats of a session

      1. Click Seats on the session.
      2. Enter the new number and click Save seats.

      The change applies to that session only. The number cannot go below the people already registered. To change the seats of all upcoming sessions, edit Seats per session on the agenda — sessions that already have registrants keep their number.

      Move the session

      1. Click Move on the session.
      2. Choose the New date and New time and click Move session.

      Everyone registered moves to the new time together and gets the reschedule notice. The meeting link stays the same, and the event in the host's Google calendar follows the change. The time the session left is not offered again on the booking page.

      The new time is refused if this agenda already has another session there, or if the host has another commitment at the same time.

      Cancel the session

      1. Click Cancel session.
      2. Optionally write the Reason — it goes in the notice to registrants.
      3. Confirm with Cancel session.

      Each registrant's booking is cancelled and they get the notice. The meeting room and the event in the host's Google calendar are cancelled too, and the session no longer shows on the booking page.

      Record who attended

      Attendance in a session is recorded person by person, and you can do it all at once from any attendee:

      1. Open the meeting of one of the attendees (for example, in their opportunity drawer).
      2. Under Details, click the Group session row — it shows the session summary, such as 9/30 booked · 4 attended · 2 no-show.
      3. The session screen shows when it is, who hosts it, the room link and the numbers: Booked, Joined the room, Attended, No-show, No outcome and Cancelled, plus the attendance rate.
      4. For each attendee, click Attended or No-show. To fix a mistake, click Undo.

      To mark everyone at once, use Record from the room → Apply: whoever joined the room becomes Attended and whoever did not becomes No-show. Anyone who already has an outcome stays as is.

      Each mark counts as the outcome of that person's meeting: it shows up in their opportunity history and follows the same rules as a regular no-show. The opportunity name of each attendee opens that opportunity in a new tab, and the attendee you opened the screen from is highlighted as This contact.

      The buttons only show up after the session starts, and only for people with permission to edit agendas.

      If it did not work

      • The Seats, Move and Cancel session buttons are disabled: the session has started, has passed or was cancelled — or you do not have permission to edit agendas.
      • "Seats cannot go below the number of people already registered": cancel the extra registrations (on each person's booking, in the CRM) before reducing seats.
      • "This schedule already has a session at this time": pick another time, or move the other session first.
      • The Attended and No-show buttons do not show up on the session screen: the session has not started yet, was cancelled, or you do not have permission to edit agendas.