Attendees, Roles and Attendance
Who was there, and what the list is used for.
The Attendees card sits at the top of a meeting's right-hand column. It looks like a simple list of names, and it is load-bearing in three ways: it decides who receives an attendee summary, whose contact record gets updated, and how many voices Zyntro tries to separate in the transcript.
An inaccurate list is not a cosmetic problem.
What each row shows
| Item | What it shows |
|---|---|
| Initials | A coloured avatar, or a question mark where no name was recorded. |
| Name | The attendee's name, with a Host or Co-host badge where that applies. Ordinary participants carry no badge. |
| The address on the attendee record. This is the address an attendee summary would go to. | |
| View Contact | A link to the CRM record, shown only when the attendee is a contact rather than a typed-in name. |
| Attendance | An icon on the right showing whether they attended. Hover it for the wording. |
Roles
Host
— The meeting's organiser. On a group calendar this is whoever the booking was allocated to, which may not be the person who created the calendar.
Co-host
— A second member with the same standing as the host.
Participant
— Everyone else. Shown without a badge, which is why most rows have none.
Observer
— The Zyntro Meeting Observer's own row, shown when one was scheduled. It carries the Observer's status rather than an attendance mark.
Attendance
| Mark | What it means |
|---|---|
| Attended | They were in the meeting. |
| Waiting | The default before a meeting has happened. A past meeting still showing this simply never had attendance recorded against it. |
| Missed | They did not join. |
| No show | They did not join. Distinguished from missed only by how the record was made. |
Info: Attendance is not reliably detected on every meeting. Treat Waiting on a past meeting as not recorded rather than as a statement about whether the person turned up. The transcript is the reliable evidence of who was actually in a conversation — if they spoke, they were there.
What the attendee list is used for
| Use | Why an accurate list matters |
|---|---|
| Speaker separation in the transcript | Zyntro works out how many voices to separate from the number of attendees. A four-person meeting listed as having one attendee gets its speakers run together. |
| The attendee summary | If you have summaries switched on, they go to the contacts on this list — and only to contacts, using the address shown here. |
| The contact record | Every contact on the list gets the note and the profile update. A typed-in name gets nothing, because there is no record to write to. |
| The contact's own history | The meeting appears on each attached contact's record, so their history shows the conversations you have had with them. |
Adding an attendee
When you can
— The Add button appears while the meeting has not yet ended. On a finished meeting the list is fixed — but a meeting created through Retrospective lets you set the attendees as you build it.
Searching
— Search your contacts and members by name or email and pick from the suggestions. Picking a contact is what links the meeting to their record.
Typing someone in
— Somebody not in your CRM can be added by hand. They appear on the meeting and count towards speaker separation, but nothing is written to a record and no summary reaches them.
Tip: Fix the attendees before you process, not after. Speaker separation is decided when the recording is transcribed, so adding people afterwards does not improve a transcript that has already been made — you would have to process the recording again.
On a Retrospective or a recovery, add the attendees first and then submit the source. It is thirty seconds for a materially better transcript.
