Files, meetings and signatures

The app has no button yet to share a meeting with a visitor or to link a Sign envelope to a visit.

A visit is often more than a walk through the office: a demo in a meeting room, a document to look at, a contract to sign. Each of these uses the tool HyoNova already has for it, with the visitor's access kept narrow.

Meetings from a visit#

A visitor whose link allows meetings (Join meetings, on in the Workspace visitor and Collaborator presets) and chat with the host can join a running meeting hosted by their host, or a meeting held in the same office world:

1. The host sends the meeting to the visitor in their chat conversation — a message that contains meeting: followed by the meeting id.
2. The visitor's panel then shows Join host's meeting, and the message itself has a join button.
3. The meeting opens in a new browser tab; the visit stays in the office.

The meeting gives them a meeting guest place for the rest of their visit (at most 24 hours), with only what the link allows:

• camera and microphone;
• screen sharing;
• meeting chat;
• temporary files in the meeting.

Joining a meeting from a visit uses no extra Visitor Pass — the visit has already used its pass. People who only need the meeting should be invited as Meeting Guests instead, which is free.

If the meeting is being recorded, the visitor must consent before joining, like every participant; recording does not start until everyone admitted has consented.

Temporary files#

Files a visitor may see or share are temporary: they belong to the meeting or visit, not to your company's file library, and the visitor never sees your company files. Temporary files are granted only by links that allow them, and only by people who hold that permission themselves — managers cannot grant files, so their visitor links do not include them.

Visitors share files inside meetings. An office or event visitor may upload a file only when the company's visitor settings allow visitor uploads (off by default); meeting-only guests follow the meeting's own guest-upload policy. Each shared file is counted in the visit history.

Signing during a visit#

To have a visitor sign an agreement, send it with HyoNova Sign to the visitor's email address, as for any signer. The visitor signs through the normal signing ceremony — the same identity checks, consent to electronic signatures and evidence record as every other signer. HyoNova can link the envelope to the visit, so the visit history counts it — but the app has no button for this yet, so today the envelope stays separate from the visit.

Neither uses the other: signing during a visit uses no Visitor Pass, and a visit uses no Sign envelope.

A visitor who only needs to sign does not need to visit at all: send the envelope by email.

Status#