Meetings in the REALM
Status: live
Video, audio and screen share, inside the transaction, with everyone already in the right place. No separate meeting app, no scheduling link that lands somewhere else, and nothing for your client or the other side to install or sign up for.
This is the part of a REALM that most changes what a day looks like. Every other tool sends people to a meeting; a REALM holds the meeting where the work already is, so a document you open on the call is the transaction's document, and the people in the call are the people on the transaction.
Start a meeting
Open a Realm and go to the REALM — the shared room — then use Meet now. That is the whole flow for an ad-hoc call. Everyone who belongs in the room can join, and anyone already looking at it sees a meeting is live.
Invitations go out by email as soon as the meeting exists, so the people who are not currently staring at the transaction still get a link. The link is the invitation; there is nothing else to send.
Nothing is recorded. No audio or video is captured or stored. That is enforced where the join token is granted, not just hidden in the interface, so it is true regardless of what anyone clicks.
Schedule one instead
Use Schedule to pick a time. A scheduled meeting:
- books the slot on your Calendar,
- emails every invitee a real calendar invite (
.ics) they can accept, which lands in Outlook, Google Calendar or Apple Calendar like any other meeting, - can repeat — weekly, every two weeks, monthly — as one series rather than fifty-two separate meetings. A REALM's room is persistent, so the recurring meeting is the same room you re-enter.
Who the meeting is for
By default a meeting is for everyone in the REALM. That is the common case and it costs no setup.
When it should not be, pick the people it is for. This is an access decision, not just who received mail: on a meeting narrowed to selected people, everyone else is refused at the door even though they can reach the REALM. That is what makes a team-only conversation inside a client's transaction possible.
In the call
Documents. The side panel's Documents tab lists the transaction's own documents. Pick one and it opens beside the video, and everyone in the meeting reads and scrolls it themselves rather than watching your cursor move. Expand it when the video matters less than the page, or go full screen for a dense contract.
You can also add a document from inside the call — the Add button on that tab puts a file into the REALM without leaving the meeting.
Screen share. For anything that is not in the transaction. Note that sharing a screen is not available in any browser on an iPhone or iPad — that is an Apple restriction, not a REALM one — so plan to share from a computer.
People. Who is here, and who is muted. You can also invite someone from this tab mid-call, which is the usual way "the lender should be on this" gets resolved.
Your camera and microphone. The caret beside each control picks the device. Background blur is available on the camera control.
EVE notes
If your deployment has EVE notes switched on, the host can ask EVE to take written notes of the meeting.
Two things about it are unusual and worth understanding, because they are why it works the way it does:
- **Each person's own device transcribes only that person's own microphone**, and only after they personally agree. Nothing anywhere is listening to the room. Someone who declines is not transcribed because there is nothing transcribing them — not because a setting said to skip them.
- Partial notes are the normal case, not a failure. The notes carry the participation record with them: who was included and whose words are therefore absent. A summary that quietly omits half a conversation is worse than one that says which half it heard.
Consent is asked once, per person, and can be withdrawn at any moment from the same place.
When the meeting ends
The host is shown what EVE captured — a summary, the commitments she heard, and the participation record — and decides two things:
- Who receives it. You tick names. Nothing is pre-selected and nothing is sent on its own. Only the summary and the commitments go out; the transcript never does.
- What it becomes. Review & apply opens the capture, where the commitments can become tasks after you approve them. Nothing lands in the CRM without that approval.
A REALM meeting routinely has the other side of the transaction in it — a co-op agent, a lender, an inspector. Read the recipient list before sending. It is one of the few actions in Realm that cannot be undone.
Guests
The people who are not in your brokerage — your client, the co-op agent, the lender, title — join from their guest link. No account, no seat, no app, no card. The same link that admits them to the REALM admits them to its meetings, and revoking the link ends both.
On a phone
Joining, camera, microphone and the document pane all work in a mobile browser. Screen share does not, on iOS, for the reason above. The iOS app opens the meeting in your browser, where the camera and microphone permissions already work, rather than shipping a second video implementation with its own bugs.
What lands on the record
Meetings appear on the Transaction's activity trail: scheduled, started, ended (with how long it ran and how many were in it), and when EVE's notes were sent and to how many people. So "when did we last talk to them" is a question with a written answer.
The room's own log keeps the finer detail — who joined, who left, who agreed to be transcribed and when — which is where a question about consent is answered from.
Meeting lines are not shown on the client portal, because a meeting can be held for a selected group and "a meeting happened in your transaction, without you" is not a sentence a client should read.