Frequently asked questions

Quick answers to the questions Hippoly users ask most often, with links to the full how-to articles.

The questions below are the ones we hear most often. Each answer links to the full article where you can read more.

Account and sign-in

How do I create a Hippoly account?

You create an account the first time you join or create a workspace. See Getting started with Hippoly.

Which sign-in methods can I use?

Hippoly supports email and password with two-factor authentication, Swedish BankID, Norwegian BankID, Danish MitID, and Finnish FTN. You can also add a passkey for faster sign-in. See Sign-in method.

Can I change my sign-in method later?

Yes. You can change your primary sign-in method yourself at any time from your account settings. See Sign-in method.

I was invited to a workspace but can't see it. What's wrong?

This almost always means the invitation was sent to an email address that isn't linked to your account. Check which address the invite went to and add that address to your account, or sign in with BankID and accept the pending invitation from the invitations page. See Join an existing workspace.

Can I join a workspace without an invitation?

No. You need an invitation link. Ask an administrator of that workspace to invite you. See Join an existing workspace.

How do I change the email address on my account?

You manage your addresses yourself in account settings, where you can add, remove, or change which address is primary. See Email addresses.

How do I add another workspace to my account?

You can either create a new workspace or accept an invitation to an existing one. See Add workspace to my account.

How do I leave a workspace?

You can leave a workspace from your account settings. See Leave a workspace.

Members, roles, and access

How do I invite people to my workspace?

Workspace administrators invite members by email from Settings under the Users tab. See Manage users and roles.

How do I make someone an administrator?

Open the user in Settings under the Users tab and click Make admin. See Manage users and roles.

How do I transfer ownership of a workspace?

A workspace has one owner, who is the billing contact and the only person who can request deletion. Open the user you want to transfer to and click Make owner. See Manage users and roles.

How do I change a member's title?

Each member has a title that can appear in meeting minutes. You can change it, or add a custom title, from the Users tab. See Manage users and roles.

How do I remove a member from the workspace?

Open the user in Settings under the Users tab and click Remove from workspace. See Manage users and roles.

Can I give someone access to only certain folders or documents?

Access in Hippoly is managed at the workspace level. Per-folder or per-document permissions aren't available. Workspaces that need to keep material separate usually use more than one workspace. Drafts are an exception, you choose exactly who collaborates on a draft document. See Invite collaborators to draft.

Plans and billing

Is Hippoly free?

Hippoly uses a freemium model. Every workspace starts on the Free plan, which can be used for an unlimited time with certain limits. Paid plans add more features and higher limits. See Subscription and billing.

How do I upgrade to a paid plan?

A workspace owner or administrator can upgrade the workspace at any time. See Upgrade to a paid plan.

How do I change or cancel my subscription?

Owners and administrators manage the plan from the subscription settings. See Change plan and Cancel subscription.

Who can manage billing and subscriptions?

Only users with the Workspace Owner or Workspace Administrator role can manage subscription and billing. See Subscription and billing.

Does each workspace have its own plan?

Yes. Each workspace has its own subscription and is billed separately. If you manage several workspaces and want them handled together, contact us.

Meetings

How do I create a meeting?

Go to Meetings and click the Add button, then add participants and share. See Create and share meeting.

Will meetings show up in my Outlook or Google calendar?

Yes. When a meeting is shared, participants can receive a calendar event by email that adds it to their personal calendar, just like a normal calendar invitation. The organiser can turn this off, and no calendar events are sent for meetings created in the past. See Create and share meeting.

How do I attach a file or document to an agenda item?

When building the agenda, use the Add file button on the agenda item to upload a file or reference one already in your workspace. See Attach files to agenda items.

Can I reuse an agenda or minutes from a previous meeting?

Yes. When you create a new agenda you can duplicate one from a previous meeting, and you can copy minutes from an earlier meeting whose minutes have been shared. See Create and edit agenda and Create and edit meeting minutes.

How do I invite a guest who isn't in my workspace to one meeting?

You can add an external participant to a single meeting from the meeting's participants tab, without adding them to the workspace. See Manage meeting participants.

How do meeting minutes get approved and signed?

Minutes are created in the meeting, can go through approval, and can then be e-signed. See Create and edit meeting minutes, Approve meeting minutes, and Send meeting minutes for e-signing.

E-signing

How do I send a document or file for e-signing?

You start the signing flow from the file or document in the folder view, then add signers and send. See Send for e-signing.

How does signing meeting minutes work?

Signing minutes starts from the meeting protocol panel rather than the folder view, and you can include attachments from the meeting. See Send meeting minutes for e-signing.

How do I actually sign a document I've been asked to sign?

Workspace members open the request from their notifications, while external signers get an email with a signing link. Both lead to the signing page where you verify your identity and sign. See Sign a document.

Can people outside my workspace sign?

Yes. You can add external signers by name and email address. They receive a signing invitation by email and don't need a Hippoly account. See Send for e-signing.

What identity verification methods are available for signing?

Signers can verify with Swedish BankID, Norwegian BankID, Danish MitID, Finnish FTN, an SMS PIN, or without additional verification. You choose the method per signer. See Signing methods.

Can I hide personal identity numbers in the signed PDF?

Yes. A workspace administrator can turn on a setting that hides personal identity numbers in signed documents. See E-signing settings.

A document is already signed but needs changes. What do I do?

A signed document is locked and can't be edited. You create a new editable copy (for Hippoly Docs) or unsigned copy (for uploaded files), make your changes, and sign again. See Re-sign a document.

How do I see who has signed and remind those who haven't?

Open the signing details to track each signer's status, and send a reminder to anyone who hasn't signed yet. See Manage signing process.

Documents and files

Can I edit Word or Excel files directly in Hippoly?

Uploaded files aren't edited in place and there's no sync with OneDrive or Google Drive. To change an uploaded file, download it, edit it on your device, and upload it again as a new version. For documents you write and edit inside Hippoly, use Docs. See Update file.

How do I move or organise files and folders?

You can create folders and move files and folders between them. See Create folders and Move file.

Will members be notified when I add a file to a folder?

No. Adding a file to a folder doesn't notify anyone. To let the workspace know about a file, share it as a post. See Share file as post.

Can I recover a document, file, or meeting I deleted?

No. Deletion is permanent and can't be undone. If you only need to roll back changes to a document rather than remove it, use version history instead.

How do I download a document or file?

You can download individual documents and files, or whole folders. See Download document and Download files and folders.

Notifications

I'm not receiving notification emails. Why?

The most common cause is that notifications are going to an address that isn't your primary one, so check the addresses linked to your account. You can also review which events you're notified about. See Email addresses and Notification preferences.

How do I control which notifications I receive?

You choose, per category, whether you're notified by email, by push, or both, from your account settings. See Notification preferences.