Setting Up Meeting Types

Agency Hero organizes every meeting around two pieces of metadata: a category and a type. Together they tell the platform what kind of work a meeting belongs to — powering automatic deal stage detection, workspace routing, post-meeting workflows, and more. This article walks you through how the system works and how to configure it for your team.

Categories vs. Types — the Two-Level System#Copy link

Agency Hero uses a two-level classification model:

The three categories#Copy link

Three top-level categories are always present in every Agency Hero organization — they cannot be removed or renamed:

• Internal — Meetings that happen within your team (standups, planning sessions, 1:1s)
• Sales — Meetings with prospects and leads (discovery calls, demos, proposal reviews)
• Project — Meetings tied to active client work (kickoffs, status updates, reviews)

Every meeting must be assigned a category. A type is optional — if a category alone gives you enough context, you can leave the type as Unspecified.

Why this matters: Categories and types are the foundation for everything downstream — automatic stage detection in deal pipelines, post-meeting workflow selection, and workspace meeting rules all rely on these classifications being set.

Getting Started — Adding Types#Copy link

Categories exist out of the box, but no types are pre-installed. You build your type library by choosing from a catalog of suggested types or creating your own.

Navigate to Meeting Types settings#Copy link

Go to Settings → Meeting Types.

The page is organized into three tabs — one per category:

• Internal
• Sales
• Project

Each tab shows two sections:

• Your Types — The types your organization has already added (empty until you add some)
• Suggested Types — A curated catalog of common meeting types for that category, ready to add with one click

The suggested types library#Copy link

Here are all the types available in the catalog, including which ones are pre-selected in the progressive enablement prompt:

Internal

Sales

Project

Click Add next to any suggested type to move it into Your Types for that category.

Tip: You don’t need to add every type at once. Start with the ones your team uses most frequently, and add more as your workflows mature.

Customizing Your Types#Copy link

Edit a type’s label#Copy link

Every type has an editable label and an immutable system key. You can rename a type’s label to match your team’s vocabulary — for example, rename Discovery Call to Needs Assessment — without any impact on stage mappings or meeting rules.

This is by design: automations and pipeline mappings reference the type’s underlying UUID and system key, not its display label. Renaming is always safe.

Create a fully custom type#Copy link

If the suggested catalog doesn’t cover a meeting format your team uses, you can create a custom type from scratch. Custom types work identically to suggested types — they appear in dropdowns, can be used in stage mappings, and support label editing. Custom types have no system key (NULL); they are referenced by their UUID.

Archive a type#Copy link

If a type is no longer relevant, you can archive it. Archiving is a soft delete:

• The type is hidden from all dropdowns going forward
• Existing meetings that used the archived type are unaffected — their historical classification is preserved
• Pipeline stage mappings that referenced the archived type are also preserved
• Archived types can be restored if needed

Use archiving instead of deleting when you want to retire a type without losing historical context.

Classifying Meetings#Copy link

When viewing any meeting in Agency Hero, the meeting detail panel includes two classification fields:

• Category (required) — A dropdown showing the three categories: Internal, Sales, Project
• Type (optional) — A dropdown showing your organization’s active types for the selected category, plus an Unspecified option

If your organization hasn’t added any types for a given category yet, the type dropdown shows a “+ Add meeting types…” link that takes you directly to Settings → Meeting Types to set them up.

Meetings can be classified:

• Manually — By any team member from the meeting detail view
• Via meeting rules — Workspace-level rules can auto-assign meetings to workspaces based on title keywords, attendee domains, and organizer email (see Meeting Title Associations below)
• Via post-meeting workflows — Type classification can be applied or updated automatically as part of post-meeting processing

Meeting Title Associations#Copy link

One of the most powerful uses of meeting types is connecting them to title-based workspace routing and stage detection. Agency Hero uses keywords found in meeting titles to automatically route meetings and suggest deal stages — no manual tagging required.

How title matching works in workspace rules#Copy link

Every workspace can have meeting rules that control which meetings are automatically linked to it. One rule type is title_contains: if a meeting’s title includes a specific keyword or phrase (case-insensitive), the meeting is automatically associated with that workspace.

For example, if you have a deal workspace for Acme Corp with a rule title_contains: "acme", every calendar meeting with “Acme” anywhere in the title will be automatically linked and processed by that workspace.

The four rule types available are:

Rules are evaluated as OR conditions — a meeting only needs to match one rule to be associated with the workspace.

How title keywords feed into stage detection#Copy link

Beyond workspace routing, meeting titles are also used to suggest pipeline stages for deal workspaces. When a meeting is associated with a deal workspace, Agency Hero analyzes the meeting title against keyword patterns to auto-suggest the appropriate pipeline stage.

The built-in keyword patterns and the stages they map to are:

These are automatic suggestions — the stage appears pre-filled in the meeting detail view but you can always override it manually.

Important: Title-based stage suggestions are the system’s fallback when a meeting has no explicit type assigned, or when no meeting-type-to-stage mapping exists. Setting a meeting type and configuring a pipeline mapping (described in the next section) takes precedence over title keyword matching.

Sales Pipeline State Associations#Copy link

The most direct way to keep your deal pipeline accurate is to map Sales meeting types to pipeline stages. When a meeting is classified with a Sales type that has a mapping, Agency Hero automatically detects and records the pipeline stage at the time of that meeting — with 100% confidence.

How the two-tier detection system works#Copy link

Every time a post-meeting workflow runs on a deal workspace, Agency Hero uses a two-tier detection system to determine the pipeline stage:

Tier 1 — Deterministic (meeting type mapping):
If the meeting has a type assigned AND a stage mapping exists for that type in the workspace’s pipeline, the stage is set deterministically. Confidence is always 1.0 (100%). This is the preferred path.

Tier 2 — AI agent fallback:
If no type is set or no mapping exists, an AI agent analyzes the meeting title, attendees, meeting context, and the full deal history to suggest the most appropriate stage. This is less certain — confidence varies from 0 to 1.

The result of both tiers is stored in meeting_workspaces as the stage at the time of the meeting, creating a historical record of where each meeting fell in the pipeline journey. Manual overrides are always respected — if a user sets a stage manually, it is never overwritten by automated detection unless explicitly forced.

Configuring meeting type → stage mappings#Copy link

Mappings are configured on the pipeline settings page, not in Meeting Types settings.

1. Go to Settings → Sales → Pipelines
2. Select the pipeline you want to configure
3. Scroll to the Meeting Type Mappings section
4. Use the dropdowns to connect a Sales meeting type to a pipeline stage, then click Add Mapping

For each mapping you’ll choose:

• Meeting Type — A dropdown showing your organization’s active Sales meeting types (only Sales types appear here, since pipeline stage detection only applies to deal workspaces)
• Stage — A dropdown showing all stages in the selected pipeline

Each meeting type can only be mapped to one stage, and each type can only appear once in the mapping table. You can update or delete mappings at any time.

Note: If you haven’t added any Sales meeting types yet, the mapping editor will show an empty state with a Manage Types link. Add your Sales types first, then return to configure the mappings.

Example: Typical sales pipeline mapping#Copy link

Here’s what a complete mapping might look like for a standard agency sales pipeline:

With this configuration, any Discovery Call that gets processed in a deal workspace will automatically have its stage recorded as “Discovery” — no manual tagging needed.

Stage detection priority#Copy link

When the system is determining stage for a meeting, it follows this priority order:

1. Manual override — A stage set by a user always wins; it is never automatically overwritten
2. Meeting type mapping (Tier 1) — If the meeting has a type with a configured pipeline mapping
3. AI agent suggestion (Tier 2) — If no type mapping exists; uses meeting title, context, and deal history
4. Title keyword matching — The earliest-generation stage suggestion mechanism, now superseded by Tier 1/2
5. Fallback — Defaults to the first stage in the pipeline if nothing else applies

How stage data is used#Copy link

Once a stage is detected and stored, it feeds into:

• Meeting history view — Deal workspace meetings can be grouped and filtered by pipeline stage, giving you a chronological map of where each meeting fell in the deal
• Stage-aware extraction — Post-meeting AI extraction uses the stage context to adjust emphasis: a Discovery Call extraction focuses on pain points and stakeholders, while a Proposal Review extraction focuses on objections and commitments
• Deal Brief — The deal intelligence summary reflects stage-appropriate content and highlights gaps based on what’s typically needed before advancing to the next stage
• Gap detection — Missing information is surfaced relative to the current stage (e.g., “no stakeholder map found before Scoping stage”)

How Types Power Workflow Automation#Copy link

Meeting types are the connective tissue between your meeting data and Agency Hero’s automation layer.

Post-meeting workflow selection#Copy link

The type of meeting determines which post-meeting workflow template runs. Agency Hero maintains a table of workflow availability by workspace type and meeting type — for example, a Sales meeting in a deal workspace may run a different extraction template than an Internal team meeting. This happens automatically when meeting type is set before processing.

Workspace rules and routing#Copy link

Meeting rules determine which workspace a meeting belongs to. Types work in tandem with these rules: routing happens based on meeting signals, and then the type classification drives what happens inside the workspace after routing.

Immutable system keys protect your automations#Copy link

Every suggested type has an immutable system_key (e.g., discovery_call, proposal_review). All stage mappings, workflow rules, and pipeline configurations reference the type’s stable UUID — not its display label. This means:

• You can freely rename any type’s label without breaking any existing mappings or rules
• When the system needs to look up a mapping, it uses the UUID, with the system_key as a secondary fallback for backward compatibility
• Historical meeting records are never affected by label changes

Progressive setup prompts#Copy link

If you navigate to stage mapping or workflow configuration without any types defined, Agency Hero will show an “Add Meeting Types for Better Automation” prompt. It pre-selects the recommended starter set so you can get up and running with one click:

• Sales: Intro Call, Discovery Call, Demo, Proposal Review
• Internal: Standup, 1:1, Planning
• Project: Kickoff, Status Update

You can adjust the selection before confirming, or skip the prompt and configure types manually in Settings.

Putting It All Together#Copy link

Here’s how all the pieces connect in a typical deal workspace scenario:

1. Calendar event created — A meeting titled “Discovery Call — Acme Corp” is ingested
2. Workspace routing — The deal workspace for Acme has a title_contains: "acme" rule, so the meeting is automatically linked
3. Stage suggestion — The word “discovery” in the title triggers a keyword-based stage suggestion of “Discovery”
4. Manual classification — A team member sets the meeting type to Discovery Call in the meeting detail panel
5. Post-meeting processing — After the call ends, the post-meeting workflow runs. Because Discovery Call maps to the “Discovery” stage in the pipeline, the stage is recorded deterministically (confidence: 1.0)
6. Stage-aware extraction — The AI extraction prompt emphasizes pain points, stakeholders, current state, and qualification signals — appropriate for Discovery stage
7. Deal Brief update — The deal brief reflects the discovery-stage context and surfaces any gaps (e.g., “no desired outcomes captured yet”)

Next Steps#Copy link

Once your meeting types are configured, explore how they connect to the broader platform:

• Settings → Sales → Pipelines — Configure meeting type → stage mappings for automatic pipeline tracking
• Configuring Meeting Rules — Set up workspace rules to automatically route meetings based on attendee domain, title keywords, and more
• Meeting Intelligence — See how stage-aware extraction shapes the insights and action items extracted from each call
• Deal Brief — Understand how stage context shapes deal intelligence summaries and gap detection