Joining a Secure Meeting¶

When someone invites you to a Polyguard-protected meeting, the process is straightforward. This page explains what to expect from the moment you receive the meeting link through to joining the video call.

Before the Meeting¶

You will receive a secure meeting link from the meeting organizer -- typically by email, calendar invite, or a message through your applicant tracking system. This link is different from a regular Zoom or Teams meeting link because it includes an identity verification step.

What Happens When You Click the Link¶

1. Open the secure meeting link. Click or tap the link you received. It opens a Polyguard verification page in your browser.

2. Scan the QR code with Polyguard Mobile. The page displays a QR code. Open the Polyguard Mobile app on your phone and use it to scan the code. Hold your camera steady for about 5 seconds -- the QR code rapidly changes while Polyguard performs a Presence Check to confirm you are physically present at your device.

   • If you have not yet installed the app, the page will show download links for iPhone and Android.
   • If this is your first time using Polyguard, the app will guide you through identity verification (government ID scan and real-time facial recognition). This takes less than 30 seconds.
   • If you have already verified your identity in a previous session, the app performs a quick facial recognition check -- no need to re-scan your documents.

3. Join the video meeting. Once verification is complete, you are redirected to the Zoom or Teams meeting. You will enter the meeting with a verified (green) identity badge visible to all participants.

During the Meeting¶

Polyguard provides bilateral trust -- both you and the organizer can verify each other's identity. Here is what that looks like:

• In Microsoft Teams: The Polyguard sidebar is available to all participants. You can open it by clicking the Polyguard icon in the meeting toolbar to see the verified identity of every person in the call.

• In Zoom: The Polyguard sidebar is visible only to the person who opens it. The organizer may share their sidebar window so you can see verification details. You can also open your own sidebar by clicking the Polyguard icon (or going to Apps > Polyguard in the Zoom toolbar).

Each participant's identity badge shows their verification status:

You can see the organizer's verified name and identity details in the sidebar, just as they can see yours. This two-way transparency helps ensure that the meeting is legitimate for everyone involved.

Your Privacy¶

Polyguard is designed to protect your personal information:

• Biometric data stays on your device. Your facial scan and ID images are processed and stored only on your phone. They are never uploaded to Polyguard's servers.
• Only redacted proofs are shared. Other participants see that you are verified, your name as it appears on your ID, and the type of verification you completed. They do not see your actual ID images, biometric data, or precise personal details.
• Location is shared at the region level only. If geographic location is a required proof, only your state and country are shared -- not your city or precise coordinates.

For more details, see Identity Credentials & Proofs.

Troubleshooting¶

The QR code won't scan¶

• Make sure the QR code fills most of your phone's camera frame.
• Reduce screen glare by tilting your screen or adjusting your lighting.
• Refresh the page to generate a fresh QR code (they expire after a few minutes).
• Confirm that Polyguard Mobile has camera permission in your phone's settings.

Verification failed¶

• Use a well-lit area so your face and ID are clearly visible.
• Remove glasses or hats before the facial recognition step.
• Make sure your government ID is not expired.
• You can retry verification immediately -- the app will guide you through the process again.

I don't have the app installed¶

Click the secure meeting link anyway. The verification page will display download links for the App Store and Google Play. After installing, return to the meeting link and complete verification.