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: People from outside your organization.
• Internal guests: People from inside your organization. Internal guests are charged as members.

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. 

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. From the lower-left corner, click your Workspace avatar.
2. Select People.
3. From the Manage people page, click the External Guests or Internal Guests tab.

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. From the lower-left corner, 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 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.
     

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:

• Time Estimates and Time Tracking can be hidden from guests.
• Add or remove Tags on tasks and Docs.
• Create views when a List or Folder is shared with full permissions.

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

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.

Updated April 21, 2023 00:07