A project room per client
Clients, partners and freelancers join your space as external people. They see only the rooms you share with them – this is enforced on the server, not just hidden in the interface. Other clients, internal rooms and space-wide files stay invisible.
Invite
Under Space settings › Members › External people, choose the rooms and enter the e-mail address.
Set an end date
Optional: Access until for the person, or a Project end for the whole room.
Keep track
The overview lists every external person with company, rooms, who granted access and when it expires.
Seven days before an end date, you get an Expiring soon notification. Expired access is suspended, not deleted, so you can reactivate it with one click.
Guests see the full content of a shared room, including its history. Check Files and Notes before you share a room.
Meetings with clients
Invite external guests by e-mail when you schedule a meeting, or switch on guest access via link. People with the link join with their name and the passcode, if you set one. They see only this meeting.
- Meeting templates for recurring formats like the weekly status call – shared in the space if you want.
- A lobby before the call, so you decide who comes in.
- Link a meeting to the client’s project room: the summary, tasks and decisions land there.
Recording, summary and minutes
With Community Pro or higher, you can record a meeting, transcribe it and get an AI summary with topics, decisions, open questions and action items. Speech recognition and the language model run on Coviqo’s own infrastructure.
Nobody gets recorded by surprise: when a recording starts, everybody else is muted, and a red banner stays visible while it runs.
The meeting report as PDF (every plan) bundles participants, agenda, decisions, tasks and notes into one document you can send to the client. Plan follow-up meeting creates the next appointment with an agenda made of open items.
Tasks, notes and files in one place
- Tasks of a shared room are visible to the client, as are its files and events.
- Notes are read-only for guests, unless you allow editing for that room.
- Your team keeps internal rooms for the work the client should not see.
- In the room header, a badge like 2 external people shows your team at a glance that the room is shared.
Internal requests as tickets
The Tickets module turns a room into a private help desk for your team – for IT questions, access requests or internal support. Tickets have a status, an assignee, a priority and response times.
Tickets are for members of the space. External guests cannot open tickets – client requests go into the shared project room.
Frequently asked questions
Do clients need a Coviqo account?
For a single meeting by link, no – a name is enough. To work in shared rooms, a client needs their own account with a confirmed e-mail address.
Can one client see another client’s rooms?
No. An external person sees only the rooms shared with them, and only the people who can see those rooms. Search, activity and member lists are limited the same way.
What happens when a project ends?
Set a Project end on the room. On that day, all external people lose access to it. Access is suspended rather than deleted, so you can reactivate it later.
Are AI summaries included?
AI transcription and summaries are part of Community Pro and higher, with a monthly minute budget per plan – see pricing. The meeting report as PDF works on every plan.
In the User Guide
Step-by-step instructions