Adding guest users

Note: To add guest users, you have to be an Admin or a Manager level user (see "Roles, access levels and access rights").

You are able to grant people outside of your day-to-day project team a secure read access to all or specified items – activities, participants, documents, and resources by inviting them as guests to your project workspace. To allow an efficient collaboration, they will be a part of the project contact list and be able to enter comments, take part in discussions, join video calls, access and download documents.

You can invite to a workspace as a guest any person with an email address, regardless of them already owning an EMDESK account or not (if they do not have an EMDESK account, they will be asked to sign up).

Adding and managing guests is done separately for each of your workspaces.

Follow the instructions below on how to add guest users:

1

Click Users in Home menu, this will open the "Users" section.

2

Switch to the Guests tab and click the + Invite New Guest button at the bottom left.

3

The Invite new guest members box will appear:

  • Type every email address of the person you want to invite to join the project as a guest (separate email addresses using a comma, semicolon, or space).
Tip: Many email addresses? You can copy and paste email addresses into the area. Just make sure they are separated using a comma, semicolon, or space.
  • Enter a personal message to your invitees (explaining why they are receiving this email with the invitation link).
  • Click Invite.
Note: The email invite with the link and personal message will be sent to each of the provided email addresses, the invitees are supposed to join a project via this email invitation.
4

Each invited guest with its email address is now listed in the Guests tab in the 'Users' section as pending until the invitation is accepted by the guest (see "Join a project via email invitation"):

  • Anyone who has requested project access will appear here too.
  • To see whether it is invitation or approval that is pending, hover over the i icon at the email address.
Note: The link in the mail invite is valid for 7 days. After this time, or if the user has misplaced the original email, you can resend an invite.
Tip: Whilst the invited guests are in the pending status, you can already manage their access rights as described below.
Note: All invited guests are defaulted at first with 'Read All' rights for all project items in all sections: Activities, Participants, Documents, and Resources.

  • To restrict access to all project items in any of the sections, click on the drop down list at the relevant section (Activities, Participants, Documents, Resources) and choose Off:

  • To restrict access to specific project items in "Activities", "Participants", or "Documents" sections (not applicable for "Resources"), click on the drop down list at the relevant section and choose Custom:

Note: To convert a guest to a user, click the drop down menu at the guest's profile and choose Convert to User:

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