Call Rooms in Cynoia allow teams to connect instantly through audio and video — without leaving the workspace.

They’re designed for quick discussions, recurring meetings, and scheduled sessions.

What Are Call Rooms?

Call rooms are virtual meeting spaces where team members can:

• Join voice or video calls

• Collaborate in real time

• Keep conversations connected to the workspace

Call rooms live inside Chat, making it easy to switch from messages to live discussions.

Types of Call Rooms

When creating a call room, Cynoia offers three options.

Instant Room

Instant rooms are temporary call rooms.

Use instant rooms to:

• Start quick discussions

• Jump on spontaneous calls

• Resolve blockers fast

Key characteristics:

• Created instantly

• No scheduling required

• Ends when participants leave

Permanent Room

Permanent rooms are always available.

Use permanent rooms for:

• Daily standups

• Team check-ins

• Ongoing collaboration spaces

Key characteristics:

• Always accessible

• Members can join anytime ( if access was granted for them )

• Ideal for recurring meetings

Scheduled Meeting

Scheduled meetings are tied to the calendar.

Use scheduled meetings to:

• Plan structured discussions

• Host events or reviews

• Align with availability

Key characteristics:

• Scheduled in advance

• Appears in the calendar

Creating a Call Room

1. Go to Chat

2. Click Start a call room

3. Choose the room type:

   • Instant

   • Permanent

   • Scheduled

4. Confirm to create the room

The room is created and ready for participants to join.

Joining a Call Room

To join a call room:

• Click the room name from the Call Rooms list

• Join directly if you have access

Access depends on:

• Room visibility

• Your workspace role

• Room permissions

Managing Call Rooms

Depending on your permissions, you can:

• Manage room settings

• Control participant access

• Start or end calls

Call Room Permissions

Call room permissions follow workspace and role rules:

• Moderators can manage rooms

• Editors can create and join rooms (depending on role)

• Viewers have limited access

Room-level permissions may override global roles.

Inside a Call Room

Once you join a call room, Cynoia opens a dedicated call interface designed for focus and collaboration.

Inside a call room, you’ll find:

• Live audio & video area

• Call controls bar

• Participants list

• Sharing and collaboration tools

Call Controls

The call control bar is always accessible at the bottom of the screen.

Available controls include:

• Mute / Unmute microphone

• Turn camera on / off

• Share screen

• Open chat

• Leave call

These controls allow you to quickly manage your presence during the call.

Managing Participants

You can view and manage participants from the Participants panel.

From this panel, you can:

• See who is currently in the call

• View participant roles (Moderator, Editor, Viewer)

• Track pending join requests

Join Requests & Invitations

When someone tries to join a call room that requires approval, a request is sent to moderators.

Moderators can:

• Accept individual requests

• Accept all pending requests

• Decline requests

This ensures controlled access to private or focused calls.

Inviting Participants

You can invite others to a call room using a shareable link.

• Click Copy link

• Share the link with teammates

• Invited users must still respect room permissions

Screen Sharing

Cynoia supports screen sharing for collaboration and presentations.

You can choose to share:

• A browser tab

• A specific window

• Your entire screen

Optional:

• Share system audio (for demos or videos)

Notifications During Calls

While in a call:

• You receive join request notifications

• You are notified when participants enter

• System alerts appear without interrupting the call

Minimizing & Multitasking

Call rooms can be minimized to allow multitasking.

This allows you to:

• Continue chatting

• Navigate projects or tasks

• Keep the call running in the background

Leaving or Ending a Call

• Clicking Leave call exits the room

• For instant rooms, the call ends when all participants leave

• Permanent rooms remain available even after calls end

Permissions & Roles in Call Rooms

Call room permissions depend on:

• Workspace role

• Moderator settings

In general:

• Moderators can manage participants and room behavior

• Editors can join and participate

• Viewers may have limited access, only can join when invited and cannot create permanent rooms

Specific permissions may vary per workspace configuration.

Best Practices for Call Rooms

• Use instant rooms for quick decisions

• Use permanent rooms for recurring meetings

• Schedule meetings for structured sessions

• Keep meetings focused and time-boxed

• Use chat for follow-ups and summaries

What’s Next?

👉 Next article: Files & Sharing

Learn how to upload, organize, and share files in chat.