Too many people in a meeting slows everything down. Too few and you miss essential input. The Participant Picker helps you build a lean, effective invite list by classifying each person's attendance need and role, then recommending whether they should attend, be made optional, or simply receive the notes afterwards.
Add your proposed attendees, set their classification and role, choose your meeting type, and the tool will flag who genuinely needs to be there. All calculations run in your browser. Nothing is stored or sent to a server.
The tool evaluates each participant against two dimensions: their attendance classification (required, optional, or FYI) and their role in the meeting (decision maker, subject expert, contributor, informed, or approver).
It then cross-references these with the meeting type to produce a recommendation:
The recommendations are based on common patterns. For example, a decision meeting needs decision makers and subject experts, but informed participants can receive a follow-up instead. A status update needs contributors to report in, but approvers rarely need to attend live.
Two decision makers (required), one subject expert (required), one contributor (optional), one informed stakeholder (FYI). The tool recommends keeping the three required participants, making the contributor optional, and sending notes to the informed stakeholder. Result: a tight, focused group of 3-4 people.
Three contributors (required) delivering updates, two approvers (optional), seven informed team members (FYI). The tool flags that seven FYI participants could receive a written summary instead, and suggests the approvers attend only if they need to give live feedback. Result: a core group of 3-5 with notes sent to the rest.
Two subject experts (required), six contributors (required), one decision maker (required), one informed observer (optional). The tool recommends keeping all nine active participants and making the observer optional. At nine required, the group is well within workshop limits.