Ovida’s Personal Meeting Room feature lets you host secure, on-demand meetings using a single, permanent meeting link - no pre-scheduling required.
This is especially useful for enterprise users who rely on external calendar systems like Outlook or Google Calendar.
With this feature, you can:
Embed your Ovida meeting link directly into your existing calendar events.
Start meetings instantly without managing multiple Ovida bookings.
Maintain full control over guest access through a secure lobby.
This workflow eliminates the need for calendar synchronization while preserving Ovida’s privacy and security standards.
How it works
From your Home or Meetings page, you will now see two options:
Book a Meeting - Use this option to schedule a one-time meeting link (not reusable).
Personal Meeting Room – your reusable meeting link.
Clicking Personal meeting room opens a pop-up showing:
Your permanent meeting link (Meeting Code URL)
The option to invite your guest via email, which triggers an invite to them
A “Join now” button to launch the lobby immediately
A copy option to easily add the link to calendar events
Each host has a unique, reusable meeting URL (your Personal Meeting Room link).
When you click the link to start a meeting, Ovida creates a new session automatically (“just-in-time”). In the meeting lobby, you will be asked to allocate that meeting to a specific team. Once you do, the Join button will become clickable.
When a guest joins, the host sees who is waiting in the lobby and must explicitly admit or reject each participant. A disclaimer reminds the host to verify each guest’s identity before admitting them.
Once the host and at least one guest join, the guest list is locked for that recording.
No new participants can be added - ensuring the integrity and privacy of the session data.
Guest Experience
Guests click on the meeting link and are taken to a waiting lobby.
They enter their name and email (if not already authenticated).
Once admitted by the host, they join the live Ovida session securely.
Re-Issuing your personal meeting link
If you ever need to reset your Personal Meeting Room link, Ovida allows you to re-issue it at any time. This action generates a new permanent meeting URL and invalidates your existing one.
Data and Privacy Safeguards
Guest locking
Once a meeting starts (host + at least one guest), the participant list becomes permanently locked for that session.
This ensures no guest data can be modified after the meeting starts.
To include a different guest, the host must start a new meeting.
Host responsibility
Hosts must confirm guest identity before admitting them from the lobby.
Ovida displays a clear privacy disclaimer reminding hosts of this responsibility.
Email collection
For unauthenticated guests, Ovida captures an email address for identification in the lobby.
Guest email data is stored and processed in accordance with Ovida’s privacy policy.