Manage guests

Guests are people from outside your organization who you've shared specific Workspace items with. Admins and owners can manage guests from the Workspace People settings page.

What you'll need

  • Guests are available on any plan.

  • Only Workspace owners and admins can manage people, including guests.

Video overview

Watch the following ClickTip video on managing guests!

View the number of guests

View the number of guests in your Workspace from the Guests tab of the People settings page:

  1. From the lower-left corner, click your Workspace avatar.

  2. Select People.

  3. Click the Guests tab.

Screenshot of the People settings page highlighting the Guests tab.

Adjust guest permissions

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

On paid plans, you can manage the items and permissions for each guest in one place.

  1. From the lower-left corner, click your Workspace avatar.

  2. Select People.

  3. Click the Guests tab.

  4. In the Access column, click the Folders, Lists, or tasks button.

  5. Use the filter to find what you're looking for.

  6. Update permissions using the following settings:

    • Click the permissions button to change the guest's permissions for each item.

    • Click the red X to remove the guest's access to an item.

    • Click Remove All to remove the guest's access to all items.

  7. The guest's permissions will be updated.

Screenshot of the People settings page permissions modal.

Set individual guest permissions

Workspace owners and admins can set these individual guest permissions:

To set individual guest permissions:

  1. From the lower-left corner, click your Workspace avatar.
  2. Select People.

  3. Click the Guests tab.

  4. Click the icons representing features to enable and disable them for each guest.

Screenshot of the guests tab of the people settings page highlighting the individual guest permissions available.

Show or hide specific 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.

From the Sidebar:

  1. Click the ellipsis ... next to the Space, Folder, or List.
  2. From the Settings menu, select More and Custom Fields
  3. Hover to the right of a Custom Field.
  4. Click the Guests icon.

  5. To either hide or show the Custom Field for all guests, click Visibility for guests.Animation showing the steps to hide a Custom Field from guests.

Custom Permissions for Enterprise Plan guests

Workspaces on our Enterprise Plan can also use these Custom Permissions that apply to guests:

  • Do not allow guests.

  • Only allow admins to add guests.

  • Allow guests to pin Custom Fields.

  • Allow guests to delete items.

  • Create unlimited Custom Roles based on the guest role.

Remove a guest from your Workspace

Workspace owners and admins can remove guests from the Workspace.

    1. From the lower-left corner, click your Workspace avatar. 
    2. Select People.
    3. Click the Guests tab.
    4. In the upper-right corner, click the settings ellipsis ...
    5. Select Remove.
    6. The guest will be removed from the Workspace.Screenshot of the guest settings menu highlighting the option to remove a guest from the Workspace.

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