# When to Use What?
To get started, you need neither contacts nor groups. If you want to collaborate spontaneously or for a one-off meeting, a simple ad-hoc session is completely sufficient.
Only expand your structure with contacts or groups when your collaboration involves specific requirements for time-shifted access or centralized permission management.
Expand table of contents
# At a Glance: Decision Guide
| Use Case | Recommended Model | Prerequisite |
|---|---|---|
| Spontaneous exchange / Initial meeting | Ad-hoc session | Simple invitation link (guests join via waiting room) |
| Time-shifted preparation & follow-up | Contacts | Invitation link with personal contact account |
| Fixed teams & recurring projects | Groups | Assignment of contacts/licensees to a group |
# 1. Ad-Hoc Sessions: Get Started Easily
For your first steps and spontaneous meetings, ad-hoc sessions are the fastest way:
- bolt No preparation required: You do not need to create contacts or structure groups in advance.
- link Barrier-free access: Simply send your counterpart a session link. Guests enter the room via the waiting room once you approve them.
- event_available Ideal for: Initial meetings, one-off consultations, or quick check-ins.
Important for Getting Started
Your participants do not need their own user account for an ad-hoc session and do not need to be registered in any lists.
# 2. Contacts: For Time-Shifted & Independent Work
A contact account becomes relevant when your counterpart needs to access the workspace independently of you.
- history_toggle_off Asynchronous work: Your contact can log in at any time with their own credentials to review results, examine documents, or prepare for the next session – even when you are offline.
- psychology Strengthening self-efficacy: Especially in coaching or consulting, this enables clients to continue working at their own pace.
- key When is it required? Whenever participants need time-shifted, secure, and permanent access to their own results within the tool.
# 3. Groups: Define Access Rights Centrally in Advance
Groups are the right tool when you do not want to assign permissions individually for every session.
- admin_panel_settings Centralized permission management: You specify once which people (licensees or contacts) belong to a group.
- auto_mode Automatic access: All sessions created within this group are automatically enabled for group members accordingly.
- group_add Easy maintenance: If the team changes, simply add or remove people from the group. Access rights immediately adapt across all linked sessions.
- folder_shared When is it required? When you work with fixed teams, recurring project groups, or training classes.
# Recommended Practical Approach
In daily practice, a step-by-step approach has proven effective:
- Phase 1 (Initial Contact): Use an ad-hoc session for smooth and effortless first contact.
- Phase 2 (Deepening Collaboration): Create a contact account as soon as time-shifted work or continuous access is desired.
- Phase 3 (Structuring): Combine contacts into a group as soon as you manage multiple sessions or processes with the same group of people.
Pro Tip
Keep administrative effort to a minimum: Always start with an ad-hoc session and only convert the access into a contact account when the need for time-shifted usage arises.