Understanding Your Meeting Space View

When you join a JustOrg Design Meeting Space, what you see depends on your role. If you're a Group Leader (GL), you'll have access to meeting facilitation tools. If you're a Participant, your view is designed to keep things clear and uncluttered so you can focus on what matters most: engaging in the conversation and contributing your insights.

This guide walks you through the differences between these two views and explains why your Participant experience is set up the way it is.

Why the Views Are Different

As a Participant, your Meeting Space view is intentionally streamlined. We've removed the editing controls and facilitation tools so you can concentrate on participating fully without worrying about meeting logistics. Think of it this way: when you attend an in-person meeting, you don't need to manage the agenda or take official notes to contribute meaningfully. The same is true here.

The GL handles the meeting structure so you can focus on sharing your perspective, collaborating with colleagues, and helping your team make good decisions together.

Understanding the Top Banner

Presence Bubbles (Everyone Can See)

Look at the top-right corner of the yellow banner when you're in a Meeting Space. You'll see small circular icons showing who else is currently in the meeting with you. These presence bubbles help everyone know who's "in the room."

How they work:

• Full opacity (solid): Someone is actively on the Meeting Space tab
• 50% opacity (faded): Someone is in the Meeting Space but has switched to a different browser tab
• Everyone can see them: Both Participants and GLs see the same presence information

This simple feature helps your team stay aware of who's engaged and ready to collaborate.

Top Banner Buttons

Some buttons in the top banner are visible to everyone, while others are only visible to GLs:

Everyone can see and use:

• Go to Planner (purple button)
• Download Agenda (document icon)
• Close (X button)

Only GLs can see:

• Join Us (bullseye icon) - pulls everyone to the same page
• Email (envelope icon) - sends agenda to attendees

Both can see (if GL created it):

• Capture Board (dots/lines icon) - for brainstorming together

What You'll See in Each Section

Section 1: Meeting Logistics

What Participants See:

You can view all the meeting details including the meeting name, date and time, location (or remote meeting link), and who's invited. This information stays visible throughout the meeting so you always know the basics.

The fields may look like you could edit them, but they're read-only for Participants. This keeps the meeting details stable while still giving you full visibility.

What GLs Can Do:

GLs can edit meeting information, add or remove invitees, and adjust timing if needed.

Section 2: Meeting Purpose and Agenda Topics

What Participants See:

You can see the meeting's purpose and the full agenda with all topics listed. If the GL reorders topics during the meeting, you'll see those changes happen in real-time. You can also see any documents that have been linked to the meeting.

What GLs Can Do:

GLs can edit the meeting purpose, add new agenda topics, reorder topics by dragging them, and add links to relevant documents.

Section 3: Meeting Results

What Both Participants and GLs Can Do:

Everyone can see decisions and commitments that come out of the meeting. Everyone can also click "Vote on Proposal" to participate in group voting when decisions are ready.

What GLs Can Do:

GLs can create new decisions, update existing ones, add commitments, and email the meeting results.

Why It Matters:

You're part of the decision-making process. When it's time to vote or weigh in on a commitment, you have full access to do so.

Section 4: Meeting Notes

What Everyone Can Do:

Here's something important: anyone in the meeting can take notes. You'll see a "Note Taker" dropdown in the top-right corner of this section. Anyone can select themselves from that dropdown to become the Note Taker.

How it works:

• Only one person at a time can be the Note Taker
• Whoever is currently Note Taker can actively edit the notes
• When you select yourself as Note Taker, you take over from whoever had it before
• They can take it back anytime by selecting themselves again
• Everyone can see the notes being typed in real-time (with a slight delay of a second or two)

Why It Matters:

Note-taking isn't locked to just the GL. If you're in a good position to capture what's being discussed, you can step up and take notes. This flexibility means the person best positioned to document the conversation can do so, and that responsibility can shift fluidly during the meeting.

The Bottom Line

Your Participant view isn't about limiting you—it's about supporting you. By keeping your interface clean and focused, we're making space for you to do what you do best: think critically, collaborate with your colleagues, and help your organization move its mission forward.

The GL manages the meeting structure so you can bring your full attention to the work itself. And when you need to step up—whether to vote on a decision, take notes, or download the agenda—those capabilities are right there waiting for you.

That's the partnership that makes meetings productive.

Updated on: 05/01/2026