Intro to guests

Guests are people you've invited to your Workspace by sharing specific items with them. Guests only have access to those shared items. 

Guests are usually people external to your organization. You can also invite internal guests

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

Guest access

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

Guests can Guests can't
  • Be invited to tasks, Lists, or Folders.

  • Be invited to individual Docs, Goals, and Dashboards.

  • 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.

  • On any paid plan, a full range of permissions settings is available for guests.

  • See the task IDs of related or dependent tasks except where they have explicit permission to the related tasks.

  • Use ClickApp features (such as Sprint Points) as long as they have can edit or full permissions to the task, List, or Folder, and the relevant fields are not hidden (such as Time Estimates).

Invite guests to your Workspace

Workspace owners, admins, and members can invite guests to a Workspace. You can only invite guests when sharing a specific item with them.

Manage guests

From your Workspaces People page, you can see the number of external and internal guests in your Workspace. You can track when guests were last active and update a guest's user role, access, permissions, and settings. 

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


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. Click your Workspace avatar.
  2. Select People.
  3. 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.

Change role

In the Role column, you can click the Guest dropdown to change the user's role to member or admin. 

Edit guest access and permissions

From the Access column, you can edit which Folders, Lists, and tasks have been shared with the guest. You can also edit the permissions they have for these locations.

On the Free Forever Plan, all guests have full permissions. You are not able to set other permissions.

On paid plans, you can manage permissions for each guest.

To see and edit guest access and permissions:

  1. Click your Workspace avatar.
  2. Select People.
  3. Click the Guests tab.
  4. From the Manage people page, click the External Guests or Internal Guests tab.
  5. In the Access column, click the Folders, Lists, or tasks tab. You can't open a tab that contains zero items. 
  6. Search or scroll for the item.
  7. 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

From the Permissions column, owners and admins can set these individual guest permissions.

The following permissions can be set for each guest:

Click the Time estimates, Time tracked, Add/remove tags, or Create views icons to enable or disable features for each guest.

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

Guest settings

From the Settings column ellipsis ... menu, owners and admins can do the following:

  • Make the guest a full member
  • Copy the guest's ID.
  • Remove the guest from the Workspace.

Show or hide Custom Fields

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

You can access the Custom Fields menu from two places.

From a task:

  1. Open a task and scroll down to the Custom Fields section.
  2. Click + Add or edit fields.
  3. Hover over a field name. 
  4. Click the Guests button.
  5. In the Visibility for guests modal, click the toggle to hide or show the Custom Field.

From the Sidebar:

  1. Click the ellipsis ... next to the Space, Folder, or List.
  2. From the Settings menu, select More settings, then Custom Fields.
    • If there are Custom Fields in this location, a modal will display the active fields.
    • If there aren't any Custom Fields in this location, you'll need to create and add one first. 
  3. From the Manage modal, hover over a field name.
  4. Click the Guests button.
  5. In the Visibility for guests modal, click the toggle to hide or show the Custom Field. 

Custom Permissions 

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

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