HyoNovaDocumentation

Manage guest access

Allow guests, create a Workspace visitor link with host approval, let your visitor in, chat, end the visit, revoke the link, promote a guest, or invite someone to one meeting.

AvailableWorks today for workspaces whose plan includes it.TutorialFor: Owners, Admins, ManagersLast updated: Introduced:
On this page

Guests are visitors without a company account — a client, a candidate, a partner. This tutorial walks through one complete office visit: you allow guests, create a Workspace visitor link that needs your approval, let the visitor in, talk with them, end the visit and revoke the link. At the end you can promote the guest to employee, and you will see how to invite someone into a single meeting instead.

Who does what#

TaskWho can do it
Allow or stop allowing guestsOwners and admins
Create guest linksOwners, admins and managers (managers cannot create Collaborator links)
Approve, decline and end visitsThe guest's host, and owners, admins and managers
Revoke a guest linkThe person who created it; owners and admins can revoke any link
Promote a guest to employeeOwners and admins
Invite a guest into a meetingThe meeting's host or co-host, if they are an owner, admin or manager

Employees and restricted members cannot create guest links. Guest access must also be included in your plan — it is during early access. If it is not, you see Guest access is not included in your plan. Because a guest who enters the office is an Office Visitor, your plan must also include Office Visitors (Basic, Business or Enterprise), and your company needs Visitor Passes: letting your guest in at Step 4 uses one.

Step 1: Allow guests#

Guests are off until an owner or admin switches them on.

  1. Open Settings. In the company workspace sidebar, select Settings, then the Workspace tab.
  2. Find the guest card. Guests in office worlds shows Guests not allowed.
  3. Allow guests. Select Allow guests. The status changes to Guests allowed, and the Office world choice, the guest link form and the Guest links list appear.

The same switch is in Company administration › Access › Guest policies. Managers see the status but not the button — while it says Guests not allowed, ask an owner or admin.

  1. Choose the office. In Guests in office worlds, pick the Office world your guest should visit. (From People › Guests the link always opens your company's first office.)
  2. Keep the preset. Workspace visitor is selected: the guest walks the office and writes to you, and you approve their entry.
  3. Name the guest. Enter Guest name (optional) — the guest sees it filled in, and you recognise the visit later.
  4. Choose how long it lasts. In Valid for, choose 2, 8, 24, 72 or 168 hours. Pick the shortest that works.
  5. Keep approval on. Leave Host approves each visitor ticked.
  6. Limit the uses (optional). Select Advanced and set Maximum uses to 1 if only one person should come in. Check the summary under What this guest can do, then select Simple if you want to return to the cards.
  7. Create it. Select Create guest link. You see Guest link created. Copy it now — it will not be shown again.

Copy the link and send it to your guest yourself — by email, chat or any channel you use. If you entered Guest email (optional) and email sending is on, HyoNova also emails it, but email delivery is limited during early access, so sending it yourself is the reliable way.

Step 4: Approve your visitor#

Your guest opens the link and arrives at the reception, Welcome to your company. They enter their name, choose a character, accept the privacy notice and visit terms and select Request entry. They now wait on Waiting at reception.

Approve them in one of two places:

  • In the office. A badge appears on Notifications in the left rail. Open it: "name asks to enter the office", with Approve and Decline. Owners and admins who are in the office see the request too.
  • In the company workspace. Open Settings › Workspace › Guest visits (or Company administration › People › Guests), filter Waiting, and select Approve or Decline. Company administration › Overview shows how many Guests waiting there are.

Approving uses one Visitor Pass. If none is left, the guest is not admitted and you see that Visitor Passes are needed. The guest's page updates by itself and they arrive in the office with a Guest tag. If you decline, they see Your host declined.

Step 5: Talk and chat with your guest#

  • Talk by walking up to them: spatial voice works between people nearby, when it is available for your company.
  • Write by selecting their character and choosing Message; the conversation opens in Chats. Your guest writes to you from Messages, where you appear as Your host.

A Workspace visitor can write only to you. To let a guest write to other members, create the link with Selected members under Advanced. Nobody can call a guest, and guests cannot call members.

Step 6: End the visit#

Your guest can leave with Leave. To end the visit yourself:

  1. Open Guest visits. In Settings › Workspace, or Company administration › People › Guests, filter Active.
  2. End it. Select End visit next to your guest. They are removed from the office, and the visit shows Ended by host.

Ending a visit does not stop the link. If it was a one-time visit, revoke it:

  1. Find the link. In Settings › Workspace › Guests in office worlds, choose the Office world and find the link in Guest links.
  2. Revoke it. Select Revoke. The status changes to Revoked, and anyone still inside with that link is removed.

A link can't be extended. When a guest needs to come back, create a new one.

Step 8 (optional): Promote the guest to employee#

If your visitor is joining the company, an owner or admin can turn the visit into a membership.

  1. Open the dialog. In Guest visits, select Promote to employee next to the guest.
  2. Choose the role and details. Pick the Role (Employee by default). If the guest has no HyoNova account, enter their Email. Optionally add Department (optional), Working schedule (optional) and Seat (optional).
  3. Confirm. Select Confirm promotion.

A guest who opened the link while signed in to a HyoNova account becomes a member at once: Done. The guest is now a member. Otherwise HyoNova creates an employee invitation: Done. An invitation was created; the membership starts when it is accepted. Copy the invitation link shown in the dialog and send it yourself. The promotion uses a seat and appears in the audit log.

Invite someone to a single meeting#

When the visitor only needs one conversation, a meeting guest invitation is simpler, and it is free: a meeting guest never uses a Visitor Pass. It is also the practical way to bring an outside person into a meeting today, because the meeting screen has no button yet to share a meeting with an office guest.

  1. Allow external guests (once). An owner or admin opens Company administration › Communications › Guest meetings and switches on Allow external guests. It is off by default.
  2. Start or open your meeting. As its host or co-host, open the meeting's People tab.
  3. Create the invitation. Select Create guest invitation and copy the Private guest link. It is listed under Guest invitations with its expiry, and you can Revoke invitation at any time.
  4. Let your guest in. The guest opens the link, sees Welcome to your meeting, enters a name and selects Ask to join. Select Let in (or Deny).

The guest joins with microphone and camera off and sees only that meeting. Meetings rely on the media service HyoNova provides. See Run your first meeting.

Stop allowing guests#

When you no longer want visitors — at the end of an event, for example — an owner or admin selects Stop allowing guests in Settings › Workspace › Guests in office worlds (or Guest policies). Every guest inside your offices is removed, and guest links stop working until guests are allowed again. Anyone opening a link sees Guest visits are not available for this company right now.

What does not work yet#

Guests

Guests are visitors without a company account. They visit one office world by guest link, or join a single meeting by a meeting's private guest link.

Guest links

Create a guest link with a preset or advanced options, approve visitors, follow guest visits, end a visit, revoke a link and promote a guest to employee.

Guest access problems

Fix guest links that do not open, visitors stuck waiting, missing guest options, meeting guest links that refuse guests, and promoted guests without an invitation.

Run your first meeting

Start a meeting from a meeting room or from Meetings, let people in, share your screen, turn notes into tasks and end the meeting.

↑↓ to navigate · Enter to open · Esc to close