Help Center

# Contacts and Contact Requests

The platform enables secure and structured networking with your partners and clients. While guest access in ad-hoc sessions is ideal for a quick, spontaneous entry, contacts form the basis for deeper, long-term collaboration and time-shifted working modes.

Expand table of contents

# info At a Glance

Before you start, a brief overview of the access paths helps:

  • Guest Access (Ad-hoc): No separate account required for participants. Ideal for one-off appointments or initial meetings.
  • Contact Account: Usually requires a contact request. Enables the counterpart to have their own (free) account, permanent access to shared sessions, and independent work.

Special Feature with Single Sign-On (SSO)

If Single Sign-On (SSO) with automatic account creation is enabled in the system you are using, logged-in users already possess their own user account and can log in independently at any time.

In this case, no contact request is required: You can simply admit the persons permanently during an ongoing ad-hoc session. This automatically unlocks the workspace permanently for these users.

# contact_page Managing My Contacts

You can find your contact center in the menu under Administration > My Contacts. Here you always maintain an overview of your network.

Figure 1: "My Contacts" overview with categories and search function

# Structure of the Contact List

The list is divided into three clear categories, which you can show or hide by clicking on the respective heading:

  • My Contacts: People with whom you are already successfully connected.
  • Assigned Contacts: People who have been administratively assigned to you via your organization.
  • Pending Contact Requests: Invitations that have been sent but are still awaiting confirmation.

# search Search & Maintenance

Use the search field to filter your list specifically by first name, last name, or email address. If you wish to end the connection with a person, click the "Delete contact from contact list" button.

# add_circle Adding New Contacts

To establish a new connection, use the standard contact request process. This guarantees maximum data privacy and ensures that networking is voluntary for both sides.

Video Tutorial

A step-by-step guide as a video can be found here:
Video: Creating Contacts

# Step 1: Prepare the Request

  1. Click on add_circle New Contact Request.
  2. In the following window, assign a label (e.g., initials or a project abbreviation).

Figure 2: Dialog for creating a new contact request

Data Protection Note

This label is temporarily visible in various places (e.g., in the invitation email or in participant lists). We recommend using initials if you do not yet have explicit consent to store full personal data.

# Step 2: Send the Invitation

After saving, the system generates an individual invitation link:

Figure 3: Generated link for the contact request with delivery options

You have two methods available for sending:

  • outgoing_mail Open email client: Opens your local email program directly with a pre-formulated invitation text including the link.
  • content_copy Copy link: Copies the invitation link to the clipboard so you can send it flexibly via your preferred channel (e.g., messenger or your custom email template).

mail Optimal Email Delivery & Setup

When clicking Open email client, the platform uses your operating system's MAILTO interface. Whether you use Microsoft Outlook, Apple Mail, or webmail services (such as Gmail or Microsoft 365 in the browser), you can configure your preferred program to open automatically.

arrow_forward Guide: Optimally setting up email applications & webmail

# visibility Your Contact's Perspective

The process is designed for maximum convenience for your counterpart and does not disclose information about your account status in advance (data privacy):

  1. Open link: The recipient follows the link and decides in the overview whether to accept the contact request:

    Figure 4: View for the recipient to accept the request

  2. Login or registration: The person can now either log in to an existing account or register a new contact account free of charge.
    Your advantage: You do not need to know in advance whether the person is already registered or which email address they prefer for logging in.

# notifications_active Networking Status

As soon as the request has been accepted, you will be notified automatically:

  • Via email confirmation.
  • Via the bell icon (notifications) at the top right near your profile picture.

Figure 5: Display of incoming notifications

The person is then immediately listed in your list under "My Contacts".

# Further Information

Next Steps

As soon as you have sent the contact request (even before it is accepted by the other party), you can assign this contact to a group to prepare joint sessions:

← Managing Groups →