Run a Small Group Call With Host Approval (Only Let the Right People In)

If you want a small video call where the link does not automatically drop strangers into the room, use a meeting with a waiting room. In Haivix Huddle, guests ask to join by name and the host admits each one from a list before they connect to audio and video.

That extra step is the whole point: the invite link and meeting code get someone to the door, and the host decides whether to open it. This guide explains how the flow behaves, what each side sees, and the cases where host approval helps — and where it is unnecessary friction.

Key takeaways

Guests reach a waiting screen first; the host admits them from the Waiting room list.
The host sees each guest's name and can Admit or Deny.
Only admitted people connect to the meeting's audio and video.
The room holds up to 5 people (host plus 4); a full room tells new arrivals it is full.
The invite code is still the key to the room — approval decides timing, not identity.

How a guest joins, step by step

A guest opens the invite link or the Huddle page and enters their name and the meeting code. They select Ask to join and land on a waiting screen that shows the meeting name. From there they wait — they are not connected to the meeting's media yet.

The guest sees the meeting name and a "waiting for the host" message.
If the host admits them, they connect and their camera and mic turn on.
If the host denies them, they see a short "the host did not let you in" message and can leave.
If the room is already full, the join is refused immediately with a clear message.

What the host controls

As the host, a Waiting room panel appears at the top of your meeting view whenever someone is asking to join. Each entry shows the guest's name with Admit and Deny buttons, and a count badge appears when people are waiting.

Admitting a guest gives them a connection to the room and turns on their camera and microphone. Denying removes the request. Only admitted participants are counted against the 5-person limit, so a queue of people waiting does not fill the room on its own.

When host approval is worth it

Waiting rooms are a good fit when the link is easier to leak than a person is to identify. A client call, an interview, a quick review with an external collaborator, or any small meeting where you would rather not be surprised by an extra face all benefit from the pause.

They are more friction than most calls need. For a stand-up with your own team, or a call where everyone already knows each other, the approval step just slows the first minute. Use it when the guest list matters, and skip it when it does not.

Keep the link as the key

Host approval decides when someone enters; it is not an identity check. Guests are anonymous, so the meeting code still works as the key to the room. Share it directly with the people you invited rather than in a public post, and confirm the name in the waiting room matches who you expect before you admit.

Once someone is in, treat the room like any small meeting: the host can end the discussion, and anyone can leave at any time. There is no cloud recording, so a private link and a quick review of the waiting list are the practical controls.

Pair it with a readiness check

A waiting room only helps if people can actually connect once admitted. Before an important call, run the Screen Share Test to confirm your browser and network can handle live media, and the Webcam Test to check your camera. If your call is really a one-way presentation, Watch Together is a simpler fit than a back-and-forth meeting.

About this guide

This guide is maintained by the Haivix editorial team and reflects how the live Huddle tool behaves. Learn more on the about page or send corrections through the contact page.