Ovida’s Personal Meeting Room feature lets hosts run secure, on-demand meetings using a single, permanent meeting link - no pre-scheduling required.
As a guest, you can join these meetings easily through that same link, without needing an Ovida account.
Before entering the meeting, you’ll be asked to provide explicit consent to recording and data processing. This ensures full transparency and compliance with privacy laws such as GDPR and maintains transparency about recording and data processing.
How it works
Each time a host uses their Personal Meeting Room, they can either share the meeting link directly with you or send an invitation through Ovida, which will trigger an automated email invite.
Here’s what the process of joining the meeting looks like for you as a guest:
Click the Meeting Link
Access the meeting by selecting the link provided in your invitation email or by pasting the meeting URL directly into your browser. No installation or authentication is required.
Accept the Consent Form
Before entering, you’ll see a Consent Form explaining that:
That the session may be recorded for coaching, compliance, or review purposes.
That Ovida will process certain personal data (like your name, email, and IP address) in accordance with its Privacy Policy.
To continue, you must check the consent box confirming that you understand and agree to these terms.
Enter the Waiting Lobby
After giving consent, you’ll be taken to a secure waiting lobby.
You’ll be prompted to enter your name and email address (if not already authenticated).
You’ll then wait until the host admits you to the session.
Join the meeting
Once the host reviews and admits you from the lobby, you’ll join the live Ovida session securely.
Guest tips
You’ll need to provide consent each time you join a new session - even if it’s with the same host.
If the host re-issues their meeting link, the old one becomes inactive; ask for the updated link.
Declining the consent form will prevent you from joining the meeting.
Why Ovida requires guest consent
Ovida meetings often include recorded coaching or professional development sessions, which may involve sensitive content.
Requiring explicit consent ensures that every participant understands and agrees to the recording and data-handling terms, reinforcing Ovida’s commitment to trust, safety, and ethical collaboration.