You can collaborate in different types of meeting using StarLeaf.

On this page:

Meeting types

There are four types of meeting that you can join with StarLeaf:

Scheduled meetings

You can set up a meeting to start at a certain time in the future. This is called a scheduled meeting. When you schedule a meeting, people you invite receive instructions on how to join a scheduled meeting from either a StarLeaf invite (see below), or a StarLeaf calendar event.

For more information about joining meetings, go to Joining a meeting.

When hosting a larger meeting, it is recommended that you schedule a Spotlight meeting. For more information, see here.

Meet now

You can start a meeting instantly from the Today tab on StarLeaf for desktop, or the Meetings tab on StarLeaf for mobile, and choose to invite people afterward.

You can copy the meeting link or details and share it with anyone so that they can join the meeting.

Invitees receive the same joining instructions and information that a scheduled meeting invite would provide.

Ad hoc meetings

When you add a person or room system to a one-to-one call, this is known as an ad hoc meeting.

You can add a participant at any time during a call using the Invite participants control in StarLeaf or the Add participant control on your StarLeaf room touchscreen:

An ad hoc meeting has the same in-call controls and features as instant and scheduled meetings.

Permanent meetings

A permanent meeting is a virtual meeting room that anyone can dial into at any time. The dialing details never change and the meeting is always joinable, as there is no scheduled end time.

To create a permanent meeting, go to Portal > Meetings > Create permanent meeting.

Permanent meetings can only be created if they are enabled for your organization and if the StarLeaf Portal is used for scheduling meetings. Admins can enable permanent meetings by contacting your organization’s StarLeaf representative.

About the meeting organizer

The meeting organizer or owner is the person who originally scheduled the meeting or started the instant meeting.

It is not possible to change the meeting organizer of a scheduled meeting. However, StarLeaf supports delegated calendar functionality on Office 365. If you can use delegated calendars and schedule a meeting for someone else, this person becomes the meeting organizer, not you. For more information see Scheduling for Office 365.

About licenses and participant limits

Depending on your organization’s license type, you will have different features and limits for your meeting.

To find out what type of license you have, go to Account in your StarLeaf app. You will see either Basic or Paid.

The main differences between Paid and Basic host licenses are outlined below.

Host type Description Meeting limitations


A license assigned to you and possibly other people in your organization by an admin.

See Manage host licenses for more information about the different licenses available and the features included in each.

No maximum meeting duration

100 or 300 participants limit (depending on the license type)

One ongoing meeting per host at a time


This is the type of free license that all users receive unless an admin assigns a Paid license to specific users.

Also given to a free StarLeaf account that is automatically created when a person signs up to StarLeaf using a business email address for the first time.

45 minutes maximum meeting duration

20 participants limit

One ongoing meeting per host at a time

To view the full details of all available licenses and features, go to StarLeaf plans and pricing .

If your organization is on a Basic license, you can upgrade your StarLeaf account at any time with StarLeaf for desktop.