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Using Process Street as a Guest (Internal)

Using Process Street as a Guest (Internal)

Updated March 7, 2024

This article is part of our onboarding program and is aimed towards new Guests (Internal) working in a Process Street organization.

If you’re an administrator inviting new Guests (Internal), please forward this article to them to help them get started, this one for Members, or this one for Guests (External)


If you’ve been invited to work in a Process Street organization as a Guest (Internal), there are a few questions you might have about what you can and can’t do, and how to get started.

In this article we’re going to look at:

  • What a Guest (Internal) is
  • What happens when you get invited to work in Process Street
  • Learning Process Street lingo
  • What a Guest (Internal) can do in Process Street
  • Frequently asked questions

What is a Guest (Internal)?

A Guest (Internal) can have unlimited access to check off tasks in workflow runs and view folders or workflows that have been shared with them. They can also create Pages in their Private Library or edit the Pages within any Folders to which they have edit permissions.

A Guest (Internal) is the next step down from a Member in an organization and can be given two different levels of access to that organization, depending on what they need to work on.

Learn more about permissions below.

How do I become a Guest (Internal)?

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 – it’s your Library.

This is where you’ll find any folders, workflows or Pages that have been shared with you to view or work on.


Your Reports area is where you’ll find any workflow runs that have been assigned to you or shared with you.

Select “Assigned to Me” from the left side of your screen to take you to the workflow runs you need to view or work on.


Your Inbox is where you’ll find your personal “to-do” list of tasks, workflow runs or approvals that have been assigned to you to work on. We suggest you bookmark this for easy access:  😉

In the example below, there are a few items to complete today, and some for tomorrow or next week in the upcoming tab.

Click the task in your inbox tab to open it up and start filling out the details. Click Complete Task to complete tasks and move to the next ones.

A tick icon denotes a task, a page icon is a whole workflow run and a thumbs up is an approval task.

My Comments tab shows all the comments posted to tasks including the ones where you’re @mentioned.

What’s all this new lingo?

Here’s a quick 101 to learning some of the words and phrases you’ll hear while using Process Street.

  • Organization – The company, team or business that you’ve been invited to work in
  • PageA Page is where you can capture and share your team’s operational knowledge
  • Workflow – A workflow is the master copy or the main blueprint for a process
  • Workflow Run – A single, unique instance of that workflow or master process
  • Running a workflow – When a workflow run has been created or started
  • Tasks – Individual steps to complete within a workflow run
  • Form fields – The places you enter details like words, dates, email addresses or website links into tasks
  • Subtasks – A sub-set of tasks within a task
  • Assignees – The person or people responsible for a workflow run or a task
  • Permission – What you’re allowed to view, and therefore work on
  • Required Fields – Data you have to complete (mandatory fields) before being allowed to move on to the next task
  • Due date – The date or deadline a workflow run or task needs to be completed by
  • Inbox – Your personal to-do list of all the tasks and workflow runs you’ve been assigned to work on
  • Reports – Where you’ll find all workflow runs that you can create reports from and export
  • Library – Where you’ll find all workflows, pages and folders assigned to you

This is what you might see when you’re looking at a workflow run. The current task is highlighted in blue on the left of the page and there are form fields to complete in the center for that task.

What can a Guest (Internal) do in Process Street?

What you can see and do within Process Street, depends on what level of permission you’re granted by an Admin in your organization. Permission can be granted to you on Pages, folders, workflows, workflow runs, and tasks.

These are the Pages permissions for Guests (Internal):

When you create Pages in any folder to which you have edit access, you have permission to do all the following for those Pages.

When you create Pages in your Private Library, you can only do the following:

And the levels of Guest (Internal) permissions for workflows, workflow runs and tasks:

If you’d like to do more than you are currently able to (i.e. change permission level) please contact an administrator in your organization (or the person who invited you into Process Street) for access. You can see who your admin/s is/are from your members and guests page.

Starting work

Before you dive into your Process Street Inbox, first let’s make sure you have your profile set up and your notifications set.

Profile settings

You can access your profile settings by clicking on the dropdown in the top right corner of your screen. Next, click “My Profile” 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.

Notification settings

The next tab to the right of your profile settings is for your personal notifications. This is where you can choose what you receive email notifications for.

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 workflow runs 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. This is also where you can add comment attachments.


What’s the difference between a workflow and a workflow run again?

Take a look at this video for a quick refresher.

Why can’t I run a workflow?

If you cannot run a workflow, it’s probably because you don’t have permission to do this. However, you can run workflows if an admin in your organization sends you a workflow run link.

Why can’t I create a new workflow?

For the same reason above, you probably don’t have permission to start new workflows. Only Members with editing permission or Admins can do this.

Where did my completed tasks or workflow run go?

Once you have completed tasks or a whole workflow run, it will disappear from your Inbox. If you need to reactivate a completed workflow run, as your admin to help with this.

If you cannot see your workflow run and would like to reactivate it, please reach out to an admin or a member with editing access, to do this for you.

Ready to get started?

Head straight to your Process Street Inbox to start working on those workflow runs and tasks!

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