Ready to spin up a meeting in Bello? You’re in the right place. Whether you’re hosting a quick internal sync or running a fully‑loaded research session, Bello makes it easy to set things up exactly the way you want without slowing you down.
When Would You Do This?
Create a meeting when:
You’re scheduling a live session, interview, or discussion
You need to invite participants, observers, or moderators
You want to control reminders, tasks, agreements, or tech checks
You want everything ready before people show up
If that sounds like you, let’s get into it.
Step 1: Click Create Meeting
Once you’re logged into Bello, starting a meeting is never more than one click away.
You’ll see Create Meeting in two places:
In the left‑hand sidebar, just under your project name
On the Dashboard, front and center
Both buttons do the exact same thing, so click whichever one is closest. As soon as you do, a popup opens this is where all your meeting setup happens.
Step 2: Set Up the Meeting in General
You’ll land on the General tab first. This is the foundation of your meeting.
Here’s what you’ll set up from top to bottom:
Meeting name
Language
Timezone
Date and time (or start immediately)
Duration
Everything here is straightforward and editable later, so no pressure to get it perfect on the first pass.
You’ll notice + Add new meeting. This lets you create multiple meetings at once with the same settings. You only change the meeting name and start time Bello keeps the rest consistent.
This is a huge time‑saver if you’re running multiple sessions.
Step 3: Set Up the Tech Check
Next, click into the Tech Check tab.
We strongly recommend turning this on. Tech Check helps catch common sound and video issues before participants join the meeting, so you are not troubleshooting microphones or cameras once things are already underway.
When Tech Check is enabled, participants are required to complete a short check before joining. This confirms their audio, video, and connection are working properly, helping your session start smoothly and on time.
To enable it, simply toggle Enable tech check to On.
Once enabled, you can also customise the Tech Check question. This is the prompt participants answer during their test recording. A short, friendly intro works well and helps confirm everything looks and sounds right.
You can leave Tech Check off if needed, but turning it on is the easiest way to avoid technical surprises and keep your meeting running smoothly from the start.
Step 4: Add People in Attendees
Next, click into the Attendees tab.
Start by setting the maximum number of participants allowed in the meeting. This keeps things manageable and intentional.
To add people, type their email address:
If they already exist in Bello, their name appears. Press Enter or click to add them.
If they’re new, you’ll see an option to press Enter and add them as a new user.
Once added, you’ll see a Role dropdown next to each name. Choose whether they’re a Host, Moderator, or Participant. You can change roles anytime.
Step 5: Choose What Notifications Go Out
Head to the Notifications tab to control how Bello communicates on your behalf.
You can toggle on or off:
Notify for Downloadables (when recordings and files are ready)
Meeting Invite (sent when someone is added)
Meeting Updated (sent if the time or date changes)
Meeting Cancelled (sent if the meeting is cancelled)
Each notification lets you select a message template, so everything stays on‑brand and intentional.
Step 6: Set Reminders and Nudges
Now open the Reminders tab. This is where Bello quietly saves you from chasing people.
You can add up to three reminders, each with:
A custom time (minutes, hours, or days before)
A message template
Below that, you’ll find Email Nudges:
Nudge absent participants 1, 5, or 10 minutes before the meeting
Send tech check reminders 1 hour, 1 day, or 1 week before
Turn these on and Bello handles the follow‑ups for you.
Step 7: Add Announcements People Will See
Click into the Announcements tab to set messages that appear at key moments.
You can enable and write messages for:
Participant Lobby Message
Observer Lobby Message
Post tech‑check instructions
These messages help orient people before the meeting starts and after tech check ends especially useful for first‑time participants.
Step 8: Organize Tasks for the Session
Next up is the Tasks tab.
Here, you’ll see all tasks attached to the meeting. You can:
Reorder them to match your flow
Remove tasks you don’t need by clicking the X icon
Removed tasks move to Inactive Tasks, meaning they won’t appear during the meeting but aren’t deleted.
Step 9: Attach Agreements (If Needed)
Open the Agreements tab to manage consent or required acknowledgements.
You can preview any agreement using the eye icon. To attach one, simply check the box next to it.
Participants will be required to review and agree before joining the meeting.
Step 10: Add Translators
If your meeting needs real‑time translation, head to the Translators tab.
Type the translator’s email address, add them, and select the language they’ll translate into. Hosts and observers can listen live during the meeting.
Step 11: Schedule the Meeting
Once everything looks right, click Schedule Meeting in the bottom‑right corner of the popup.
That’s it. Your meeting is scheduled and ready to go.
And if you need to change anything later, no worries every setting is editable at any time.
We’ll handle the setup. You focus on the conversation.