Guests

A guest is someone who comes to your company without a HyoNova account in it — a client, a candidate, a partner. Guests do not take a seat on your plan, never see your company workspace, and can only do what their link allows. HyoNova has two kinds of guests today.

Two kinds of guests#

	Office guest	Meeting guest
Comes in with	A guest link to one office world	The private guest link of one meeting
Created by	Owners, admins and managers, in People › Guests or Settings › Workspace	The meeting's host or co-host (owners, admins and managers), in the meeting's People tab with Create guest invitation
Sees	One office world, as a character with a Guest tag	Only that meeting
Enters	Directly, or after the host approves	After the host selects Let in
Needs	Guests allowed for the company, a plan with Office Visitors, and one Visitor Pass per admitted guest	Allow external guests switched on, and the media service HyoNova provides

Use a member invitation for anyone who works with you day to day. Use a guest link for a visit, and a meeting guest invitation for one conversation.

Office guests: the guest link#

Create a guest linkPeople → Create guest link

Share the linkCopy it, or let HyoNova email it

Guest entersName, character, device check

Visit one officeWalk, talk nearby, message the host

Link expires or is revokedThe visit ends

Works todayComing or planned

An owner, admin or manager creates a guest link and picks one of three presets. The link is valid for 2 hours to 7 days.
You copy the link and send it. If you add the guest's email address and email sending is on, HyoNova emails it too.
The guest opens the link and stops at the reception: they enter a name and any details your company asks for, choose a character, accept the privacy notice and visit terms, and select Enter — or Request entry when the host approves each visitor. Admission uses one Visitor Pass.
The guest walks the office, talks to people nearby and writes to the people their link allows. They leave with Leave, or the visit ends when you end it, revoke the link or its time is up.

The three presets#

Preset	What it is for
Workspace visitor (default)	Walks the office and talks to the host. The host approves entry.
Collaborator	Everything a visitor has, plus chat with members you choose under Advanced, and movement between allowed floors.
Meeting only	Free: no office, no reception and no Visitor Pass. Meant for meetings of the host, but it does not lead into a meeting yet — see the limits below.

Advanced lets you adjust each option: the floor or room the guest may enter, who hosts them, who they may write to, and how many people may use the link. Every option is explained in Guest links.

Host approval#

With Host approves each visitor on, a guest who opens the link selects Request entry at the reception and waits on Waiting at reception. The host — and owners and admins who are in the office — see "name asks to enter the office" in the office Notifications with Approve and Decline. Anyone who manages guests can also decide from the Guest visits list. Approving lets in only that one visitor.

The Guest visits list#

Guest visits shows everyone who came in by link: who they are, their status (Waiting, Approved, Declined, Active, Left, Ended by host), their host, the preset of their link and when it expires. From the list you approve or decline, End visit for someone inside, and open Details to see what the guest can do and their history. It is in Settings › Workspace and in Company administration › People › Guests.

From guest to employee#

Owners and admins can select Promote to employee for a visitor. The guest becomes a member with the role you choose, and their visit ends. If the guest opened the link while signed in to a HyoNova account, they become a member at once; otherwise HyoNova creates an employee invitation for the email address you enter. The promotion uses a seat and is recorded in the audit log.

Meeting guests#

To bring an outside person into one meeting without the office, a meeting host or co-host selects Create guest invitation in the meeting's People tab and sends the Private guest link. The guest sees Welcome to your meeting, enters a name and selects Ask to join; the host selects Let in or Deny. The guest joins with microphone and camera off and sees only that meeting.

This needs an owner or admin to switch on Allow external guests in Company administration › Communications › Guest meetings (it is off by default), and it relies on the media service HyoNova provides. See Meetings.

What guests can never do#

Whatever their link allows, guests cannot:

open the company workspace, another office world, or any meeting they were not let into;
see the company directory, work, customers, files or finance;
call members, or be called — in the office they talk with spatial voice and write in Messages;
use the office builder, or write in chat channels.

Who can do what#

Action	Owner	Admin	Manager	Employee
Allow or stop allowing guests	Yes	Yes	No	No
Create guest links	Yes	Yes	Yes, except Collaborator	No
See and revoke guest links	All links	All links	Their own	No
Approve, decline and end visits	Yes	Yes	Yes	Only as the chosen host, from the office
Promote a guest to employee	Yes	Yes	No	No
Invite a guest into a meeting they host	Yes	Yes	Yes	No
Switch on Allow external guests	Yes	Yes	No	No

Restricted members have no guest options. Custom roles get exactly what their permissions allow. See Roles and permissions.

Plan and the company switch#

Guests can only enter the office when all of these allow it:

Your plan includes guest access. It is included during early access. If it is not, Settings shows Guest access is not included in your plan.
Your company allows guests. Settings › Workspace › Guests in office worlds shows Guests allowed or Guests not allowed. Owners and admins switch it with Allow guests and Stop allowing guests, there or in Company administration › Access › Guest policies.
Your plan includes Office Visitors — Basic, Business or Enterprise — and your company has Visitor Passes left: each guest admitted into the office uses one. Meeting only links need neither.

Stop allowing guests removes every guest who is in your offices at that moment, and guest links stop working until guests are allowed again.

Limits today#

What does not work yet

Meetings from a guest link. A guest whose link allows meetings and chat with the host can join a running meeting of their host when the host shares it in their chat (see Files, meetings and signatures), but the meeting screen has no button to share a meeting yet. A Meeting only link enters without the office and without chat, so it does not lead into a meeting yet. To bring someone into a single meeting, use the meeting's guest invitation instead.
Collaborator for managers. The Collaborator preset includes temporary files, which managers cannot grant, so managers use Workspace visitor. Owners and admins can create all three presets.
Chat is narrow on purpose. A guest writes only to their host (Host only) and to the members chosen in the link — not to everyone in the office. A link without chat options gives the guest no Messages button.

Visitors & Events and Visitor Passes#

Office guests are the Office Visitors of Visitors & Events:

A plan with Office Visitors — Basic, Business or Enterprise — is needed for anyone to enter the office by guest link. On the Free plan, only meeting guests can come in.
In Company administration › Visitors & Events › Visitor links, a link also carries the visit's purpose and length, the visitor areas and the reception questions.
Meeting Guests stay free: someone who joins one meeting only never needs a Visitor Pass.
Office Visitors and Event Visitors — people who enter your HyoNova world — use one prepaid Visitor Pass ($1) each, at the moment they are admitted. Passes come in packs of 10 to 1,000 and are valid 12 months.
No-shows, declined visitors and re-entry during a visit cost nothing. With no pass left, nobody new is admitted — there is never a debt.

Read Visitor Passes and Visit sessions for the details.

Status#

Feature	Status	Notes
Guest access presets	Beta	Meeting only, Workspace visitor and Collaborator presets with advanced options for rooms, chat, devices and files. An office guest whose link allows meetings can join a meeting the host shares in the visit chat, but the app has no button to share a meeting yet. A Meeting only link does not lead into a meeting yet; to invite someone to one meeting, use the meeting's guest invitation.
Host approval for guests	Beta	Guests ask to join and a host lets them in or declines.
Promote a guest to employee	Beta	Turn a trusted guest into a company member, with an audit record.
Meeting guests	Beta	Invite an outside person to one meeting with a private guest link; the host lets them in. An owner or admin must first turn on Allow external guests in Company administration › Communications › Guest meetings.