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Guest Access

Copera Virtual Office guest access lets you invite external clients, contractors, or partners into a specific room using a secure, room-scoped invite link — no account or installation needed. Every invite is tied to a single room, requires explicit approval by a member already inside, and restricts the guest to that one conversation. Guests open the link in any modern browser, type their name and email, check their camera and microphone, and wait for a member to admit them.

How guest access works​

Guest access is built around three principles:

  1. Room-scoped -- Every invite is tied to a single room. Guests cannot see or walk into any other room.
  2. Approval required -- Before a guest enters the room, someone inside must approve them.
  3. No account needed -- Guests join by opening a link in their browser and typing their name and email.

This keeps your workspace secure while still letting you easily include external collaborators in specific conversations.

Sending a guest invite​

Any workspace member can invite a guest to any room they are currently in.

  1. Walk into the room where you want the guest to join.
  2. Hover over the room's title bar -- a small link icon appears next to the room name.
  3. Click the link icon to open the Invite Guest dialog.
  4. Copera generates a unique invite link for that room.
  5. Click Copy Link to copy it to your clipboard.
  6. Paste the link into an email, chat message, or calendar invite to send it to your guest.
tip

You can also invite guests from the conference view. When you are inside a room and switch to conference mode, click the invite button in the room header to quickly generate and copy an invite link without leaving the call.

What the guest sees​

When your guest opens the invite link, they are taken to a simple welcome page without needing to sign up or install anything.

Step 1: Welcome and camera check​

The link opens on a Copera Virtual Office welcome page featuring:

  • The workspace name and room they are joining.
  • A large video preview showing their own camera.
  • Microphone and camera toggle buttons so they can check how they look and sound.
  • An audio indicator showing their mic is picking up sound.

Step 2: Enter name and email​

On the right side of the page, the guest fills in a short form:

  1. Your Name -- How they will appear to your team (for example, "Jane Smith").
  2. Email Address -- A valid email so the host knows who is joining.
  3. Click Continue to Join to submit the form.

Both fields are required. The form validates the email format before submission.

Step 3: Waiting for approval​

After submitting the form, the guest sees a Waiting for approval screen with a pulsing status indicator. They wait here while someone inside the room decides whether to let them in.

If they change their mind, they can click Cancel Request to withdraw.

Step 4: Admitted or denied​

  • If approved -- The page transitions to a conference view where the guest sees and hears everyone in the room. They can talk, share video, and participate normally.
  • If denied -- They see an Access Denied message with an option to try again later.

Approving or denying a guest​

Guests appear as a waiting notification on the screens of everyone in the room they are knocking on.

When a guest requests access:

  1. A notification appears in the top-right corner of the map with the guest's name, email, and the room they want to join.
  2. The room itself shows a pulsing orange badge with a question-mark icon and the number of waiting guests.
  3. You have two options:
    • Click Accept to let the guest in.
    • Click Deny to reject the request.

Only members who are actually inside the room can approve or deny. If you are in a different room or in the open lobby, you will not see the notification.

Seeing who is waiting​

If several guests are queued up for the same room, the waiting badge shows the total count. Click the badge to hover over it and see a tooltip listing the guests. You can also click the badge to move directly to that room if you are not already there.

Guest restrictions​

Guests are limited to what they need for the meeting -- nothing more:

  • Locked to one room -- A guest is confined to the specific room they were invited to. They cannot walk out, enter other rooms, or see what is happening elsewhere in your office.
  • Audio and video only in the invited room -- They can hear and see everyone in their room, but nothing from outside.
  • No build mode -- Guests cannot create, edit, move, or delete rooms.
  • No access to other workspace features -- The guest view is scoped to just the room experience. They do not see chat channels, Drive, documents, or any other part of your workspace.

This keeps sensitive information safe while still letting the guest fully participate in the specific conversation you invited them to.

Leaving and returning​

When the guest is done, they can click the hang up button to leave the room. They are returned to the welcome page, where they can either close the tab or rejoin using the same link if it is still valid.

If you want to revoke access, simply deny any future knock attempts -- or you can regenerate a new invite link for anyone else by clicking the invite button again.

Frequently asked questions​

Can a guest join multiple rooms?​

No. Each invite link grants access to a single room only. If you need a guest in two different rooms, generate a separate invite link from each room.

Can a guest see my team's chat messages or other content?​

No. Guest access is scoped entirely to the Virtual Office room -- guests do not see messages, documents, files, or any other workspace content.

Do guests need a Copera account?​

No. Guests join entirely through a web browser using just their name and email. They do not sign up or install anything.

How many guests can I invite at once?​

There is no hard limit, but each guest needs individual approval. For rooms with many external participants, plan a few minutes at the start to admit everyone.

What happens if a guest closes their tab by mistake?​

They can re-open the same invite link in their browser and go through the welcome page again. Their previous waiting request will be cleared, and they will need to knock again and be re-approved.

Can I kick a guest out after I have admitted them?​

The guest remains in the room until they disconnect on their own. If you need to end the conversation, you can ask them to leave, or everyone in the room can step out and continue elsewhere.