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Share & Join

Once you've created a Polyguard-protected meeting, the next step is to share the secure meeting link with participants and get everyone into the meeting. This page covers how to share the link, what participants experience, and how to join the meeting yourself.

After creating a Polyguard-protected meeting (see Create a Meeting), you'll have a secure meeting link. This is a special link that prompts participants to verify their identity before joining.

  1. Open the calendar event you created.
  2. The secure meeting link is included in the event body. Select it and copy.
  1. Open the Polyguard tab in Teams.
  2. Navigate to Meetings, find your meeting, and click Copy Link.
  1. Open the Polyguard panel in Zoom.
  2. Find your meeting in the list and click Copy Link.

Paste the secure meeting link wherever you normally communicate with candidates:

  • Email — Include the link in your interview confirmation email.
  • Applicant Tracking System (ATS) — Paste it into the meeting field or notes of the candidate's record in your ATS (Greenhouse, Lever, Workday, etc.).
  • Chat or messaging — Send it directly via Slack, Teams chat, or any other messaging tool.

Share the link early

Send the secure meeting link as soon as possible — ideally when you first confirm the interview. This gives participants time to download the Polyguard Mobile app and complete identity verification before the meeting starts. A verified candidate means a smoother start to your interview.

What Participants See

When a participant clicks the secure meeting link, here's what happens:

  1. Identity verification prompt — They are directed to verify their identity using the Polyguard Mobile app. If they haven't installed the app yet, they'll see download instructions for iPhone or Android.

    Participant verification prompt

  2. Verification process — They scan their government-issued photo ID and perform real-time facial recognition using the app (the same process described in Accept Invite & Setup).

  3. Join the meeting — Once verified, they are directed to join the video meeting on Zoom or Teams. Their identity badge will appear as verified (green) in the Polyguard sidebar.

Do not share plain meeting links

Once inside the meeting, do not share a regular Zoom or Teams meeting link with participants. A plain link would allow people to join without completing identity verification and will produce warnings for everyone in the meeting. Always share the Polyguard secure meeting link instead.

Join the Meeting Yourself

As a meeting organizer, you have two ways to join:

If you've already linked your identity in Teams or Zoom (see First Login), you can use Fast Open to skip the verification step entirely:

Click the Join Meeting button in the Polyguard side pane of the calendar event. Polyguard uses your cached identity token to verify you instantly and opens the meeting directly.

In the Polyguard tab, find the meeting in the meeting list and click Open Meeting. Polyguard uses your cached identity token to verify you instantly and opens the meeting directly.

In the Polyguard panel, find the meeting in the meeting list and click Open Meeting. Polyguard uses your cached identity token to verify you instantly and opens the meeting directly.

This saves busy talent administrators and hiring managers from needing to pull their phone out and scan their face several times a day.

Alternatively, you can click the secure meeting link in the calendar event — the same link your participants use. You'll complete a quick Presence Check with the Polyguard Mobile app and then join the meeting.

Once inside, open the Polyguard sidebar (see During the Meeting) to view participant verification status. Your badge will automatically show as verified (green) for other participants.

Starting the Meeting

Once you and your participants are in the meeting:

  • Verified participants display a green badge next to their name in the Polyguard sidebar.
  • Pending participants show a yellow badge — their verification status is still finalizing (this typically resolves within 30 seconds).
  • Unverified participants show a red badge — they have not completed verification.

Red badges: end the meeting immediately

If any participant shows a red (unverified) badge, you should end the meeting immediately. An unverified participant means someone has joined without completing identity verification, which compromises the security of the meeting.

Meeting with verified participants

What's Next?

Learn how to monitor participant identity during the meeting in During the Meeting, or jump to Review & Reports to see what happens after the meeting ends.