Understanding How Meeting Participants Work

Ping automatically adds meeting participants in some cases, while in others you’ll need to add them manually. This article explains when participants are auto-added, when they aren’t, and how to add them yourself.

When Participants Are Added Automatically

Participants are automatically added when a meeting comes from your calendar.

This happens when:

  • Your calendar integration is connected in Settings.
  • The meeting exists on your calendar with attendees included.
  • Auto-join scheduled meetings is enabled in your meeting assistant settings.

In this case, anyone listed on the calendar invite will be added as a participant to the Ping meeting automatically. You don’t need to take any additional action.

Making Sure Ping Auto-Joins Your Meetings

To ensure participants are added automatically, confirm your settings are enabled.

Follow these steps:

  1. Go to Settings.
  2. Confirm your calendar integration is connected.
  3. Open Meeting Assistant settings.
  4. Make sure Auto-join scheduled meetings is turned on.

Once enabled, Ping will join calendar meetings and pull in participants for you.

When You Need to Add Participants Manually

If you create a meeting using the New Capture button on the homepage, participants are not added automatically.

This includes meetings created as:

  • Zoom calls
  • Phone calls
  • Live audio
  • Uploads or recordings

Because these meetings are not created from your calendar, they will initially show no participants.

How to Add Participants to a Meeting

You can add participants directly from the meeting page.

Follow these steps:

  1. Open the meeting.
  2. Click Add participant at the top of the meeting.
  3. Search for the person who attended.
  4. Select the contact to add them.
  5. Repeat to add multiple participants if needed.

Once added, the meeting context is associated with those clients.

Important Notes About Adding Participants

  • Adding a participant does not notify the client.
  • Clients are never informed when they are added to a meeting.
  • This makes it safe to add participants for internal or private conversations.

Summary

You only need to manually add participants when:

  • The meeting was created using the New Capture button.
  • The meeting did not come from a calendar event.

You do not need to add participants when:

  • The meeting was scheduled on your calendar.
  • Ping auto-joined the meeting.
  • Calendar attendees were already included.

Understanding this difference helps ensure your meetings always have the right context in Ping.