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/meeting-room-status.md.
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      • How does the CRM show whether a meeting started, ended, or never happened?

      When a booking uses a Clickmax Meet room, the CRM follows the room on its own. Nobody has to click anything: as soon as the first person joins, the booking becomes In progress; when the room closes, it becomes Ended; and if the time slot is over with nobody joining, it becomes Not held.

      Before you start

      • This only applies to bookings with a Clickmax Meet room. Google Meet, Zoom, or custom links are not tracked.
      • The room state is not the booking outcome. "Ended" means the room closed; you still decide whether the meeting was completed or the contact was a no-show (see How do I record what happened in a scheduled meeting?).

      The three room states

      StateWhen it showsWhat changes on screen
      In progressThe first person joined the room — you or the guest.The live badge shows up with the meeting time (In progress for 12 min), the booking icon switches to the live broadcast one, and the booking stops showing as Overdue, even if it runs past the scheduled time.
      EndedThe room closed: someone used End meeting in the Meetings tab, or the room was left empty and nobody came back — the room closes by itself 10 minutes after the scheduled end, even if the conversation already started (with no scheduled time, or when the room empties after the scheduled end, it closes 10 minutes after it empties). This also applies when the tab crashed or was closed without clicking Leave.The booking shows the meeting as ended and offers the score, the report, and the playbook. While nobody records the outcome, the badge shows Ended · outcome pending and the booking panel offers the outcome in its footer, without Join room or Mark as confirmed.
      Not heldThe scheduled time is over, plus a 10-minute grace period, and nobody joined the room.The booking shows that the meeting did not happen. The panel shows only the room link and the join button: there is no report and no score.

      The states show up everywhere the booking appears: in the Focus block and the contact history, in the booking panel, in the Activities list, and on the opportunity card in the kanban. Anyone with the screen open sees the change right away, without reloading.

      In the booking panel, the History combines what was done in the CRM (booked, rescheduled, confirmed, outcome recorded) with what happened in the room: who asked to join, who was let in, who joined and left, when the meeting started and ended, and when the recording and report were ready — newest first, in local time. What just happened stays at the top, so you don't have to scroll through the whole room.

      When you mark Meeting happened or No-show from the panel, an optional Outcome field opens in the footer so you can note what was agreed or why the contact missed it.

      There is no end button inside the room: whoever runs the meeting only has Leave meeting, just like guests. Leaving only disconnects you, with no confirmation: the room stays open, whoever is in it keeps talking, and the client (or you) can come back with the same link. This holds even if everyone leaves: until the scheduled end, the same link still opens the room. The part of the meeting that happens after everyone left is not included in the recording or the report. If the room ended without a conversation (for example, you joined too early or by mistake), open the booking card and use Reopen room: the date, time and link stay the same. Guests only see Leave meeting: they leave on their own, and the meeting goes on for everyone else.

      Leaving the room does not ask for the meeting outcome and does not end the room. Record whether the meeting happened or the contact was a no-show in the booking panel, in Clickmax.

      What goes into the contact history

      Each room moment becomes a line in the history, with the date and time it happened:

      • Meeting started — when the first person joined.
      • Meeting ended — when the room closed, with its duration.
      • Meeting not held — when the time slot passed with nobody in the room.
      • Guest did not show up — when the host waited in the room and the guest never joined.

      Each moment shows up only once per meeting. If the room notice arrives late, the line goes into the history with the real time it happened, not the time it arrived.

      A meeting that was not held can still happen

      "Not held" does not close the room. If someone joins later through the same link, the meeting becomes In progress as usual.

      Rescheduling also resets the meeting: when you move it to a future time, the booking stops showing Not held and the room waits for the new time, with the same link.

      Contact attendance and automatic no-show

      The guest joining the room counts as the contact's attendance. With automatic no-show turned on:

      • a meeting In progress is never marked as no-show, even if it runs past the scheduled time;
      • when the room ends, if the guest joined at any point, the meeting is also left out of the automatic marking.

      If it didn't work

      • The meeting started and the booking still shows Overdue → the CRM usually gets the notice within seconds. If the connection between the systems fails, an automatic check fixes the state within 15 minutes.
      • The booking shows no state at all → check that the meeting location is a Clickmax Meet room. Other links are not tracked.
      • The meeting shows as Not held, but you did talk → the conversation probably happened outside the Clickmax Meet room (by phone or another link). Record the outcome manually.