How to schedule a HeyPeers Certified (HPC) meeting

Important Note:
You must be approved for the HeyPeers Certified (HPC) Program before you can schedule HPC meetings. For details on eligibility and the approval process, see HeyPeers Certified: What is it and how do I qualify?

HPC meetings are scheduled in the management module for the HeyPeers Certified Meetings organization.

To begin, select Organizations from the top menu bar.

Once on the Organizations page, scroll down and locate HeyPeers Certified Meetings. Click Manage.

The Organization Dashboard will display.

Select Upcoming (below Meetings) from the menu options on the left side of the screen.

The Upcoming Meetings page will be displayed. 

The Upcoming Meetings page is your workspace for managing all of your scheduled sessions. From here, you can: 

• View the calendar of meetings for the organization

• Create or edit meetings you are leading

• Join meetings directly from the page

• See meeting series and recurring sessions

• Check registration and waitlist rosters to track who’s attending

To create a meeting or series of meetings, click Create New Meeting.

The Create a Meeting page will be displayed.

As an experienced peer supporter, you’ll recognize many of the fields on the Create a Meeting page from scheduling your own meetings. This guide defines each field for clarity.

Additionally, part of being HeyPeers Certified is consistency of experience, and for that reason we require certain settings such as price and meeting size. These will be defined below (look for the ⚠️ symbols).

Meeting Topic / Category (required)
Select the main lived experience focus from the dropdown list. If the topic is not listed, choose General or Other. 

Conversation Name (required)
The name of your meeting. Use a consistent name each time you schedule this specific meeting type

Support Topic (optional)
⚠️ Required setting: Leave this field blank. This field is being deprecated.

Special Focus (optional)
⚠️ Required setting: Leave this field blank. This field is being deprecated.

Max Registrants (not including group leaders) (required)
⚠️ Required setting: Set Max Registrants to 12
HPC meetings will have a maximum number of member participants of 12, not including group leaders.

Group Meeting vs 1on1 Coaching (required)
⚠️ Required setting: Select "Group Meeting"
HPC will not be offering one-on-one sessions at this time.

Price to Join ($) (optional)
⚠️ Required Setting: Set price to $6.99 

Location (required)
⚠️ Required setting: Select "HeyPeers"

Private (optional)
⚠️ Required setting: Unchecked to turn OFF
HPC meetings will not require a password to join

Exclusive (optional)
⚠️ Required setting: Unchecked to turn OFF
HPC meeting must appear in the public calendar 

Allow Donations (optional)
⚠️ Required setting: Unchecked to turn OFF
HPC meetings have a fixed price and will not ask for an additional donation.

Enable Wait Room (optional)
⚠️ Required setting: Check to turn ON
This allows group leaders to approve or deny requests to join the meeting. Leaders admit participants one at a time. Once enabled, the wait room remains active for the entire meeting.

Enable Waiting List (optional)
⚠️ Required setting: Check to turn ON
This creates a waitlist if the meeting reaches maximum registrants. If a registered participant cancels, the system automatically invites someone from the waitlist. Waitlisted members can also join the Standby Room 10 minutes before the meeting starts. 

Enable Donation at Registration (optional)

⚠️ Required setting: Unchecked to turn OFF
HPC meetings have a fixed price and will not ask for an additional donation.

Meeting Description (required)
Provide a general description of the meeting. Expand the text box if needed to view or edit longer descriptions.

Comments (optional)
Add any notes or comments about the meeting for internal use.

Certified Type (optional)

A certified type is simply a pre-existing group or category of meetings. They are used in two ways:

1. To assign individual meetings to a certified type
2. To assign an EAP organization to one or more certified types, thereby bringing into its meeting calendar all meetings of the same certified types.

Certified types link specific meetings to an EAP organization. For example, if the meeting Depression Recovery Group was assigned to a certified type called “Depression,” any EAP which was assigned the “Depression” certified type would see the Depression Recovery Group meeting on its meeting calendar. Please select the best choice from the available options. If none match, please reach out to [email protected].

Select Meeting Duration (required)
⚠️ Required setting: 1 hour
Select 1 hour and 00 minutes from the dropdown lists.

Start Time (required)
Set the date and time for the meeting. Click the field to open the date picker.

Recurrence (optional)
Check this box if the meeting should repeat daily or weekly.  After selecting the recurrence pattern, set the Start Date and End Date for the series. Meeting recurrences are limited to 13 meetings per series. 

Group Leader (required)
Select your name from the drop-down list. 

Backup Group Leader (optional)
Add a second group leader who can step in if you are unavailable. This person has the same hosting permissions and can lead the meeting if needed.

2nd Backup Group Leader (optional)
Add a third Group Leader to provide additional coverage. This ensures continuity if both the primary and backup leaders are unavailable.

Post Meeting Survey (optional)
⚠️ Required setting: Select "New HPC Survey"
This survey will be presented to attendees after the meeting ends. It allows participants to provide optional feedback about their experience.

Show survey within meeting session (optional)
⚠️ Required setting: Toggle right to turn ON (should appear green)
When enabled, members can access the survey link during the meeting itself.

Pre meeting survey (optional)
⚠️ Required setting: Uncheck to turn OFF
At this time, HPC meetings will not survey attendees before the meeting begins. 

Add Document (optional)
Select documents you want to share with attendees in the meeting. These documents are pulled from the organization's resource library. Please contact [email protected] to add resources to the HeyPeers Certified Meetings library.

 The meeting is saved and scheduled.

Next Steps
Now that you've created your HPC meeting, learn how to manage your upcoming meeting. 
👉 See Managing Upcoming Meetings for more information