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Linking external participants to members

Sometimes the Meetings area shows a prompt at the top like "was an external participant in 1 conversation — link with the member?". This page explains what's behind it and what happens when you click.

Internal and external participants

A participant in a meeting is stored in one of two ways:

  • Member — linked to a real Lalabase user account (a project or organisation member).
  • External participant — just a name without an account. This happens when you type a name in freely while capturing the meeting, or the AI picks up a speaker from the transcript.

So the difference isn't "belongs to the company or not", it's simply: connected to an account, or just a loose name.

Why the prompt appears

Lalabase continually compares the names of external participants with the names of active members in your organisation. When an external name matches a member's name exactly, Lalabase suggests merging the two. This typically happens when you yourself — or a colleague — were captured in a meeting as a plain name instead of being picked from the member list.

The prompt only appears for meetings you are allowed to edit.

When you click Link, Lalabase assigns all matching external participant entries to the member:

  • The displayed name stays unchanged — only the internal link to the account is added.
  • The participation then counts as "this member was there": the person shows up in the All participants filter as a member, no longer as a loose name.
  • No content is changed, no permissions are granted, nothing is deleted.

If you choose Don't link, Lalabase remembers that decision and the prompt won't reappear for that pairing. The loose name stays exactly as it was.

Better to capture it right away

To avoid the prompt entirely, pick team members from the participant suggestion list when creating a meeting, instead of typing their name in freely.

A link can be changed again later via Edit conversation in the participants field. How to create a meeting and add participants is covered in Meetings: capturing conversations.