Source of truth. This file is the master copy. The user-facing version lives at /knowledge/live-meeting-rooms and is seeded from this content. When you update one, update the other.

Last verified: April 2026 against GoHighLevel — Live Meeting Rooms in Communities

Quick disambiguation — which "room" do you want?

FrequencyOS (and the GoHighLevel platform underneath it) uses the word "room" in three different places. Make sure you're in the right doc before you keep reading:

| If you want to... | You want... | Where it lives | |---|---|---| | Host a live group session — workshop, Q&A, mastermind, group coaching call | Live Meeting Rooms (this guide) | Memberships → Communities → Groups → Events | | Stop two appointments from booking the same physical room or piece of equipment at the same time | Calendar Rooms | Settings → Preferences → Rooms / Equipment | | Group several practitioners' calendars together for round-robin or class-style booking | Calendar Groups | Calendars → Groups |

This guide is only about the first one — Live Meeting Rooms inside Communities.

A note on PHI and HIPAA

Live Meeting Rooms are not HIPAA-attested. Use them freely for:

  • Group education and workshops
  • Office hours, Q&A, AMAs
  • Coaching calls and masterminds (clinical coaching, not clinical care)
  • Onboarding walkthroughs
  • Lead-magnet "intro to..." sessions
  • Internal team meetings

Do not use them for sessions where individual patients will share Protected Health Information — symptoms, lab results, diagnoses, treatment specifics. For PHI sessions, use a BAA-covered platform (Zoom for Healthcare, Doxy.me, etc.) and link it on a Calendar with the meeting type set to "Other / Custom URL."

When in doubt: education = Live Meeting Rooms; care = your BAA-covered tool.

What Live Meeting Rooms actually are

Live Meeting Rooms are native, in-platform group video sessions that live inside Communities → Groups → Events. They replaced the old "embed a Zoom link" workflow. Attendees join from inside the Community itself — no third-party app, no separate login, no calendar app required (though calendar invites still work).

Two modes:

  1. Meeting Room Mode — fully interactive. Up to many attendees with mic, camera, screen-share, chat, and hand-raise. This is what you'll use 95% of the time.
  2. Stream Software Mode — broadcast-only. You stream from OBS, Streamyard, or any RTMP encoder; the room shows the broadcast and a chat panel. Use this when you want a polished, multi-camera, or branded production for a launch event or paid masterclass.

Recording is built in. Recordings are saved as a post in the channel the event was held in, so the replay shows up in the same feed the live conversation happened in.

When practitioners actually use this

A few patterns that show up in the FrequencyOS client base:

  • Weekly group coaching cohort. Recurring Tuesday call for a 12-week program. Attendees inside a paid Community group. Replays auto-posted.
  • Free monthly "ask a [your specialty]" Q&A. Lives in a free Community group as the lead magnet. Replays become Voice Loop content (clips, blog posts, newsletter snippets).
  • Onboarding walkthrough. New patient or new platform user joins a 30-minute group orientation instead of booking individual onboarding calls.
  • Practitioner mastermind. Small private group, monthly call, peer-to-peer.
  • Course office hours. Module 4 Q&A session for everyone working through a course.

The pattern that does not work well: 1:1 patient sessions. Use a normal calendar with Zoom-for-Healthcare for those.

Setting up your first Live Meeting Room

Click path:

  1. Memberships → Communities in the left nav
  2. Open the Community group you want to host in (or create one — see the Communities Setup guide)
  3. Events tab → Create Event
  4. Fill in title, description, date/time, time zone
  5. Meeting Type: select Live Room
  6. (Optional) Toggle Auto-record on
  7. (Optional) Pick which channel the recording will be posted to
  8. Publish

That's it. The event now shows up in the group with a "Join" button that goes live at start time. Attendees get a calendar invite if they RSVP.

What you'll want to do the first session

  • Pin a "How this works" post in the channel: how to join, what to expect, mic/camera etiquette.
  • Set up the reminder workflow in the GHL Workflow Builder. Standard cadence: 24h before (email), 1h before (email + SMS), 10 min before ("starting now" SMS).
  • Decide where replays live. Either the same channel as the event, or a dedicated Replays channel. The dedicated channel is cleaner long-term.

Running the session — host controls

When you launch the room, you'll see a host control bar across the bottom. The controls you'll actually use:

| Control | What it does | When you reach for it | |---|---|---| | Mute / Unmute mic | Toggles your own mic | Constantly | | Camera on / off | Toggles your own camera | When you want to be on screen | | Share screen | Shares an app, tab, or full screen | Slide decks, walkthroughs | | Mute all | Mutes every attendee at once | Start of session, after Q&A spillover | | Grant mic / camera | Allows a specific attendee to unmute | When taking a question live | | Hand raise queue | Shows who has raised their hand | During Q&A | | Layout: Grid / Speaker | Switches between gallery view and speaker focus | Speaker for talks, Grid for cohort calls | | Pin tile | Forces a specific attendee/host onto the main stage | When you have a co-host or guest | | Chat | Opens the side chat panel | Always-on for a backchannel | | Recording indicator | Shows REC dot if you toggled recording on | Glance-check | | End session for everyone | Closes the room and triggers recording save | End of session |

Warning
Important: if you close your browser tab without clicking End session for everyone, the room stays "live" until it times out — and the recording may not save cleanly. Always end the session explicitly.

Stream Software Mode (RTMP)

Use this when you want to broadcast from OBS, Streamyard, Restream, or any tool that outputs an RTMP stream. The Live Meeting Room becomes the destination — attendees see your broadcast, not their own webcams.

How:

  1. When creating the event, choose Stream Software instead of Live Room
  2. The event detail page now shows an RTMP URL and a Stream Key
  3. In OBS: Settings → Stream → Service: Custom → paste the URL and key
  4. Start streaming in OBS first, then click Go Live in the event

Notes:

  • The stream key is persistent — don't share the screen with it visible. If it leaks, regenerate it from the event detail page.
  • You can switch between Meeting Room Mode and Stream Software Mode up until the event starts. After it starts, you're committed.
  • Attendee-side: there's still a chat panel but no mic/camera — it's broadcast-only.

Recording and replay

If Auto-record was on, the recording is processed when you end the session and posted as a new post in the channel within a few minutes.

What you can do with the file:

  • Download it (post authors and group admins can)
  • Re-upload to YouTube as an unlisted or public video
  • Drop it into the Voice Loop: paste the recording into Studio Capture → it becomes the origin of a content arc that fans out into clips, blog posts, newsletter snippets, social variants

The Voice Loop integration is where this gets interesting for practitioners — every group call becomes 9+ pieces of content without you writing anything from scratch.

Engagement playbook

A live room without rhythm dies. The pattern that holds up:

  1. Pick a recurring slot. Same day, same time, every week or every month. Discoverability beats novelty.
  2. Reminder cadence in GHL. 24h email → 1h email + SMS → 10-min "starting now" SMS. The 10-min SMS is the one that doubles attendance.
  3. Open with a poll or hot-seat invite. Forces engagement in the first 90 seconds.
  4. End with the next date. "Same time next Tuesday — bring your hardest case."
  5. Replay channel. Pin the recording. Tag the people who attended. Send a one-line "Replay's up" SMS to anyone who RSVPed but missed.
  6. Voice Loop the replay. Inside FrequencyOS Studio: paste the recording → generate clips, a blog post, and a newsletter section. This is the work multiplier.

On mobile

Hosts and attendees can both join from the HighLevel mobile app (white-labeled if you're on a paid agency tier — branded as FrequencyOS in your case). What works on mobile:

  • Join, leave, see other attendees
  • Mic, camera, chat
  • Hand raise
  • Grant/revoke speaker (host)
  • Switch grid / speaker layout
  • View screen-share

What doesn't:

  • Screen-share from mobile (you can view but not share)
  • Stream Software Mode hosting (RTMP from mobile is impractical anyway)
  • Some host fine controls (pin tile, layout overrides)

Bandwidth: mobile uses ~500 KB/s for video. On cellular, it works but consumes data. On a coffee-shop wifi, it's usually fine. For a session you're hosting, use desktop on a wired or strong wifi connection — don't host from a phone.

Limits, gotchas, and known weirdness

  • No participant cap for normal Meeting Room Mode (practical limit is bandwidth and your willingness to moderate). Stream Software Mode also has no cap.
  • No time cap per session.
  • You must own the Community group to create or host an event in it. Co-hosts can be added per-event.
  • Recording must be enabled before the session starts — you can't toggle it on mid-session.
  • Sessions ended via inactivity timeout may not save the recording cleanly. Always end manually.
  • Calendar invites use the event detail URL — if you change the URL slug after sending invites, attendees end up at a 404. Don't rename events post-publish.
  • Chat history persists in the channel post for the recording. If something sensitive was typed in chat, edit the post or delete the chat block before pinning.
  • No transcription / captions yet as of this writing. Run the recording through your usual transcription tool (Otter, Descript) before Voice-Looping it.
  • No PHI. Repeating ourselves but it matters.

FAQ

Can attendees join without a Community account? No. They have to be a member of the Community group. For free events, this means they sign up to the free group first. This is a feature, not a bug — it builds your list.

Can I let someone host on my behalf? Yes — make them a group admin or assign them as co-host on the specific event.

What happens if my internet drops mid-session? The room stays live. Other attendees stay connected to each other. Reconnect and you'll rejoin as host.

Can I charge for a single event without putting people in a paid group? Not natively in Live Meeting Rooms. Workaround: sell access to a one-time-use paid Community group, or use a Calendar with a paid booking flow and the meeting type set to "Other / Custom URL" pointing at a Zoom link.

How do I pull metrics — who showed up, how long they stayed? Event detail page → Attendees tab. Shows RSVP list, who joined, and join/leave timestamps. Export to CSV for cohort tracking.

Can I run two Live Meeting Rooms at the same time? Yes, in different groups. Same group, no.

Do attendees see each other's email addresses? No. They see display names only. Email stays private to admins.

What's the audio/video quality? WebRTC, comparable to Zoom for small-to-medium rooms. For very large rooms (100+ active cameras), drop to Speaker layout and ask non-speakers to turn cameras off.

Can I embed the room on my own website? No — attendees go through the Community group page. This is by design (auth + member-gating).

Do recordings count against any storage cap? Not currently. We'll update this guide if that changes.

  • Communities Setup (coming soon) — creating groups, channels, member tiers
  • Booking Calendar Setup (coming soon) — for 1:1 and 1:few sessions
  • Reminder Sequences That Reduce No-Shows (coming soon) — the SMS cadence
  • Voice Loop: Replay-to-Clips (coming soon) — turning a recorded call into 9 pieces of content

Verified against GoHighLevel documentation, April 2026. If you spot something out of date, flag it from the article footer.