Intro to guests

Invite short-term employees like contractors or freelancers as guests. The guest role is ideal for people who don't need the full context of your organization. You'll invite guests to work with specific items or locations. Individual tasks or Docs, for example. 

Owners and admins can allow or restrict individual guests from using specific features. For example, you can give a contractor access to Time Tracking so they can record the hours they worked.

What you'll need

Internal and external guests

On paid plans, there are two types of guests, internal and external. Guest type and pricing are determined in the following way:

  • External guests: External guests are people from outside your organization like partners and contractors.
    Charges for inviting them are calculated according to your permission-controlled guest-to-member ratio. There is no charge for inviting external view-only guests. 
  • Internal guests: People from inside your organization. 
    Inviting internal guests costs the same as adding a member to your Workspace.

The two guest types are based on several things, including SSO authentication and email domain.

Free Forever plans can invite an unlimited number of guests with full permissions only

Invite guests to your Workspace

Workspace owners, admins, and members can invite guests to a Workspace by sharing an item with them.

Set guest permissions for that item

On paid plans when inviting a guest, you'll set one of four permission types for that item. Guests can have different permissions for different items.

On the Free Forever Plan, guests can only have full permissions.

Default guest access and permissions

There are default guest access and permissions that cannot be edited. 

The following table outlines what guests can and can't access or do by default within your Workspace:

Guests can Guests can't
  • Can use Docs attached to tasks with the same permissions as they have to the task.
  • Can use Doc views on Lists or Folders.
  • Access Trash to view and restore items they deleted.
  • See the task IDs of related or dependent tasks except where they have explicit permission for the related tasks.
  • Guests with Edit or Full permissions for a task can edit custom task types, including Milestones.

Access and permissions with ClickApps

ClickApp access and permissions vary by ClickApp. Take a look at our article Intro to ClickApps for more info.

Identify the guests in your Workspace

Guests are easily identified by the orange squares in the lower-right corner of their avatars. 

Screenshot of guest avatar with an orange square in the lower-right corner.

Manage guests

Guest and member info and settings are located on the Manage People page. You must be an owner or admin to manage guests.

To open the Manage People page:

  1. Click your Workspace avatar.
  2. Select Manage users.
  3. From the Manage people page, click the External Guests or Internal Guests tab.

See and manage the following guest info:

Setting Function
External and Internal Guests tabs The number of external and internal guests in your Workspace.
View Only badge The guest is view-only
Pending badge The invitation is pending. 
Info icon

Click to see the following info:

Invited by: The person who invited the guest.

Invited on: The date and time the guest was invited.

Joined on: The date and time the guest accepted the invitation. 

Email column The guest's email. 
Role column Convert a guest to a member or admin.
Security column Two-factor authentication is enabled if a mobile device icon displays.
Access column Tabs show Workspace items that have been shared with this guest. Click the tabs to see the item, location, and the permission that was given. 
Permissions column Individual guest permissions for four features.  
Last Active column When the guest was last active.
Settings column

To manage these guest settings:

  1. In the Settings column, click the ellipsis ... menu.
    • If the invite is pending, you can resend or cancel the invite.
    • After the invite has been accepted you can do the following:
      Make full member: Convert the guest to a member.
      Make sure you have all the info about Converting user roles. You may be charged when converting user roles, depending on your plan.  
      Copy member ID: Copy the guest's ID.
      Remove: Remove the guest from the Workspace.

Screenshot a Guests tab on the Manage people page showing all of the above settings.

See the number of guests in your Workspace

You can see the number of guests in your Workspace from the Guests tabs of the Manage people page. 

To access the tabs:

  1. From the Manage people page, click the External Guests or Internal Guests tab.
    • External Guests: The parentheses show the number of external permission-controlled guests/available seats.
    • Internal Guests: The number of people from inside your organization who you've invited to the Workspace as guests. Internal guests are always charged as members and you can invite any number.

Convert user role

Make sure you have all the info about Converting user roles. You may be charged when converting user roles, depending on your plan.  

Edit permissions for a shared item

Editing permissions from the Manage people page will override permissions set when the item was shared.

For example, Cory was invited to the Blue Team's Folder with view only permissions. Then the Blue Team lead decided to give Cory Comment permissions. View Only no longer displays next to Cory's name. Take a look at our article Permissions in detail to learn more about how permissions work. 

To edit guest permissions:

  1. From the Manage people page, click the External Guests or Internal Guests tab.
  2. In the Access column, click the Folders, Lists, or tasks tab.
    You can't open a tab that contains zero items. If no items have been shared with this guest, they can't access the Workspace.
  3. Search or scroll for the item.
  4. Update permissions using the following settings:
    • To remove the guest's access to all items, click Remove All.
    • To remove the guest's access to the selected item, click the red X.
    • To change the guest's permissions for the selected item, to the right of the item name click the Full, Edit, Comment, or View only button.

Individual guest permissions

Individual permissions are set on the Manage People page for each guest. 

To edit a guest's individual permissions:

  1. From the Manage people page, click the External Guests or Internal Guests tab.
  2. Click the Time estimates, Time tracked, Add/remove tags, or Create views icons to enable or disable features.

Screenshot of the four permissions toggles when looking at guest on the people page.png

If a guest has individual permissions enabled, they can do the following:

Show or hide Custom Fields

You can choose to hide individual Custom Fields from all guests in your Workspace.

Custom Permissions 

Workspaces on our Enterprise Plan can also apply Custom Permissions to guests.

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