This article is part of our onboarding program, and is aimed towards Guests working in a Process Street organization. If you’re an administrator adding new guests, please forward this to them to help them get started, or this one for new Members.
If you’ve been invited to work in a Process Street organization as a guest, there are a few questions you might have about what you need to do, and how to get started.
In this article we’re going to look at:
- What a guest user is
- What happens when you get invited to work in Process Street
- Learning Process Street lingo
- What a guest can do in Process Street
- Frequently asked questions
What is a guest user?
A guest is a user in Process Street who has limited access in an organization. Guests are likely to be less frequent participants of a team or business, but could equally be someone who needs to complete lots of checklists on a regular basis.
Ad-hoc guest users
Some people may only be required to dip in and out of a process or a project at certain points, to complete certain tasks, to add comments or attachments. Here are some example use cases:
- A tenant sending in their property self-inspection once per quarter
- A client filling out their contact details in an onboarding program
- A freelancer running through a blog production checklist each time they create a new post
- An accountant who needs to create and send an invoice once per month
- A student submitting an assignment for review to their lecturer
Regular guest users
These are guests who might need to complete checklists and work on repetitive processes, where examples could include:
- Call center employees completing checklists whilst speaking to customers
- HR team members handling new employee applications
- Sales development reps running through account review calls with clients
How do I become a guest?
Someone you work with is already using Process Street, and they are the one that will instigate your invite.
You’ll receive an invite in your email inbox, which contains a button which you should click, to “Join (Name of Organization)”
First you’ll need to accept this invite, then you will receive a second email, asking you to sign into Process Street (if you haven’t done so already). There will be no second email if you have used your Google credentials to sign in.
Once you’re logged into Process Street, you will see a view similar to this.
This is where you’ll find any folders, templates or checklists that you have been assigned or invited to.
Your Inbox is where you’ll find your personal “to-do” list. You can see any tasks, checklists or approvals that have been assigned to you to work on. We suggest you bookmark this for easy access: https://app.process.st/inbox 😉
In the example below, you can see today’s tasks in the main Inbox tab, and next week’s tasks in the upcoming tab.
Click the task from your inbox, to open it up and start filling out the details. Complete the task when all the details are filled out.
In your Inbox, a tick icon denotes a task and a page icon is a whole checklist.
What’s all this new lingo?
Here’s a quick 101 to learning some of the key words and phrases you’ll hear whilst using Process Street.
- Organization – The company, team or business that you’ve been invited to work in
- Template – A template is the master copy or the main blueprint for a process
- Checklist – A single, unique instance of that template or master process
- Running a checklist – When a new checklist has been created or started
- Tasks – Individual steps to complete within a checklist
- Form fields – The places you enter details like words, dates, email addresses or website links into a checklist
- Subtasks – A sub-set of tasks within a task
- Assignees – The person or people responsible for a checklist or a task
- Permission – What you’re allowed to see, and therefore work on
- Required Fields – Data you have to complete before being allowed to move on to the next task
- Due date – The date a checklist or task needs to be completed by
- Inbox – Your personal to-do list
- Checklist Dashboard – Where you’ll find all checklists and tasks assigned to you
This is similar to what you might see when you’re looking at a checklist:
What can a guest do in Process Street?
As a guest, you can only see what you have been assigned to, for example a specific folder, a template, an active checklist, a task or tasks.
You are most likely going to be working on filling out information inside tasks on checklists, as shown above.
What you can see on your checklist dashboard or in your Inbox, is determined by what you have been given permission to see. Someone in the organization will assign you and set permissions based on what they would like you to work on.
Before you dive into your Process Street Inbox, first let’s make sure you have your profile set up and your notifications set.
You can access your profile settings by clicking on the dropdown in the top right corner of your screen. Next click “My Profile & Settings” as shown below.
From here you can add a profile picture, change your name, add your role, add another email address, reset your password, add your contact number and set your time zone. Click “Update” when you’ve made your changes.
While you’re getting started it’s a good idea to leave all the toggles switched to “on” as you can always come back and edit your notifications at a later date.
Communicating with others
Now that you have access to tasks and checklists assigned to you, you can use the comments at the bottom of each task to communicate with other users in the same organization.
You can @mention other users in the organization to notify them of your comments, which also sends them an email notification at the same time.
You can also add attachments to task comments.
What’s the difference between a template and a checklist again?
Take a look at this video for a quick refresher.
Why can’t I run a new checklist?
You cannot run a new checklist from a template, because guests don’t have permission to see the green ‘Run checklist button’. (However you can start new checklists if an admin in the organization sends you a checklist run link or a template share link set to allow you to run checklists).
Why can’t I create a new template?
For the same reason above, you don’t have permission to see the green ‘New blank template’ or ‘New pre-made template’ buttons.
Where did my completed tasks or checklist go?
Once you have completed tasks, or a completed a whole checklist, it will disappear from your checklist dashboard and Inbox. You won’t be able to find them again, so if you accidentally completed it without finishing your work, contact a member or admin of the organization and they can re-activate the checklist for you.
What happens if I’ve been demoted from a member to a guest?
If you are demoted from an admin or a member to a guest, you will be removed from all groups, and will not be able to see the checklists of other users. You can see still see and work on checklists and tasks that have been assigned to you, as described above.
Ready to get started?
Head straight to your Process Street Inbox to start working on those checklists and tasks!