Meetings
Keep the meetings you need to prepare for, and everything you want to bring to them, in one place. Access it from the sidebar under Meetings.
Creating meetings
Click New meeting and give it a title, a time and optionally a location and project. Add a video call link (Zoom, Google Meet, Teams and so on) and the meeting gets a Join button.
The list splits into Upcoming and Past, and can be filtered by project. A meeting that is already over says so with a This meeting occurs in the past pill next to its time.
A meeting starting within the hour shows how long is left, such as in 42 min, counting down live, and switches to Now when it starts. The same badge appears on the Today page and in the Quick Actions Panel's Today and Meetings views.
Editing a meeting
Title, times and project are saved together when you press Save. Cancel throws the changes away.
Moving the start moves the end with it, so the meeting keeps its length. Changing the end only changes the end.
The project can be set, changed or removed from the meeting itself.
From the AI chat
Press Space and ask in your own words: "link today's 16:00 meeting with KA12", "put KAQ3 on the agenda of the pricing call", "move the pricing call to 11:00", "create a meeting tomorrow at 10 called Kickoff", "remind me 15 minutes before the standup" or "what meetings do I have today?". A meeting can be named by its title, its day or its time.
Recurring meetings
A meeting can repeat daily, every working day, weekly (on one or several weekdays), every other week, monthly, every other month, or on a custom interval, with an optional end date.
When you save a change to a repeating meeting, Karea asks whether it applies to Only this meeting or The whole series, or you can cancel. A change to how it repeats always applies to the whole series. Dragging a repeating meeting on Today or in the Planner asks the same question.
Reminders
Set a reminder on a meeting at any date and time, just like on a task or an open question. When it fires, it opens the meeting.
The Also email me box is only available when email notifications are on for your account (Settings → Notifications). With them off, the box is greyed out, because no email would be sent.
Preparing for a meeting
Open questions
Raise a question straight from the meeting. It becomes a real open question in the project and stays linked both ways.
Prep notes
An agenda or talking points, with the same rich-text editor used for task notes.
Transcript
Paste the transcript afterwards, or import it from a Fathom recording, so the decisions stay with the meeting.
Tasks
Create a task straight from the meeting, or link an existing one. The link works both ways - the task shows the meeting under Related → Meetings.
Unlinking never deletes. Removing a task or question from a meeting only breaks the link; both survive.
A question brings its tasks. Linking a question to a meeting also links the tasks linked to that question, and a task later linked to that question joins the meeting too. It only goes that way: linking a task to a meeting does not bring the task's open questions, and unlinking a question leaves its tasks on the meeting.
Tasks created from a meeting are marked with source “Meeting” so you can see where they came from later.
Meetings are private. A task can be shared with your whole project, but the meetings listed on it are only ever yours - teammates never see which of their tasks you discussed in your own meetings.
Connecting a calendar
Connect Google Calendar or Outlook / Microsoft 365 under Settings → Integrations → Calendar, then use Sync calendar on the Meetings page to import events.
Sync calendar first lists the events of the last week and the next 30 days, from Google and Microsoft alike, and you pick which ones to import. Meetings imported before follow their calendar on every sync: a moved meeting gets its new time, place and attendees, while your prep notes, transcript and links stay. The title and description follow the calendar too, until you edit them in Karea; from then on they are yours.
Access is read-only. Karea imports your events and never writes anything back to your calendar. A work or school Microsoft account (the one behind Teams and Outlook) works as well as a personal one.
Things worth knowing
- Syncing is safe to repeat. Re-running a sync updates the events it already imported instead of creating duplicates.
- Your prep is never overwritten. A sync refreshes the time, title and attendees from the calendar, but leaves your notes, transcript and linked questions alone.
- Disconnecting keeps your meetings. Removing a calendar connection does not delete the meetings already imported, so prep you wrote survives.
- Questions need a project. Open questions live inside a project, so set one on the meeting before raising questions on it.
- Default sync window is one week back to 30 days ahead - the week back is so you can still import a meeting you have just had and paste its transcript.
- Deleting a meeting keeps its questions. They belong to the project and outlive the meeting they were raised for.