Manage guests

Admins and owners can manage guests from their Workspace's Manage people page.

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

There are two guest types:

  • 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.

What you'll need

  • Guests are available on any plan.
  • Only Workspace owners and admins can manage people, including guests.
  • Each paid plan includes a specific number of permission-controlled guest seats.
  • Custom permissions for guests are available on the Enterprise Plan.

Guest avatars

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

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

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. 

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 Manage users.
  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

To edit permissions, owners and admins must have access to the location where the guest was invited. To learn more, read our Permissions in detail article. 

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 Manage users.
  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 a 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.
      Screenshot showing the modal where guest settings can be updated.

Remove a guest

Owners and admins can remove guests from a Workspace.

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 individual guest permissions in People settings.

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.
    Screenshot of the settings option next to a guest in People settings.

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.
    Animation showing the steps to hide a Custom Field from guests.

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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