Ovida gives you two flexible ways to host meetings:
You can book a one-time meeting for a specific meeting or
Use your Personal Meeting Room, a permanent, reusable link for on-demand meetings.
Option 1: Book a single meeting
You can create a meeting from either the Home page or the Meetings page - the steps are the same.
Click on the Book a meeting button.
This popup will open:
Choose a team you would like to allocate your meeting to. If you are a member of only one team, that team will automatically be added to this field.
Enter the preferred date and time.
Select your guest from the list in the Guest field, or simply enter their email address.
Add an observer by selecting them from the dropdown list. Note that only your team members can be added as observers.
To confirm your choice, simply click on the Create Meeting button.
You can copy the meeting link from the popup to add to your calendar or share with your guest:
Note: Your guest will receive an email invitation every time you invite them to a new meeting. They will also receive an email if you make any changes to a previously created meeting.
Option 2: Create a personal meeting room (permanent link)
You can create a personal meeting room from either the Home page or the Meetings page - the steps are the same.
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 (Personal Meeting Room link).
When you click the link to start a meeting, Ovida creates a new meeting 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.
Note: 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.
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