{"id":5645,"date":"2024-07-05T08:00:18","date_gmt":"2024-07-05T08:00:18","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/guest-external\/"},"modified":"2025-07-28T14:27:40","modified_gmt":"2025-07-28T14:27:40","slug":"guest-external","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/guest-external\/","title":{"rendered":"What is a Guest?"},"content":{"rendered":"

A Guest is a way to bring external collaborators, such as clients, vendors, virtual assistants, or freelancers, into your Process Street organization.<\/p>\n

Guests work on specific workflow run<\/a>, or tasks<\/a> without having full access to your organization\u2019s content.<\/p>\n

Users: Only admins can access the organization manager page and invite users to your organization.<\/em><\/strong><\/p>\n

View all permission levels by feature<\/a>.\u00a0<\/strong><\/em><\/p>\n

What can a Guest do?<\/h2>\n

Guests\u00a0 can view workflows<\/a>, and access\u00a0workflow runs<\/a>\u00a0or\u00a0tasks<\/a>\u00a0that they have been assigned to work on.<\/p>\n

They have access to My Work<\/a> and the Reports<\/a> area, both of which are limited to the workflow runs or tasks to which they have been assigned.<\/p>\n

Guests do not have access to Pages<\/a> or your Library<\/a>.<\/p>\n

If you’d like users to have more access, consider adding them as a User<\/a> or a Builder<\/a> instead.<\/p>\n

Are there any limits for Guests?<\/h2>\n

You can reach out to your account manager or our support<\/a> team to know more about the limits for Guests in your account.<\/p>\n

You cannot pre-assign Guest to tasks<\/strong> in the workflow editor, or to workflow runs<\/strong>\u00a0when using the scheduling<\/a> tool (you can only do this for builders or admins). Guest can only be assigned to workflow runs or tasks once a workflow has been run.<\/a><\/p>\n

Guest is not included in the “All Organization<\/a>” default group and is not listed when using the ‘Members’ form field<\/a>.<\/p>\n

How to invite a Guest<\/h2>\n

You can invite guests from the\u00a0organization users page.\u00a0<\/a><\/p>\n

To open your organization manager, click your profile picture in the upper right corner of your screen, then click “Settings<\/strong>“.\u00a0Then, select your “Users & Guests<\/a>” tab.<\/p>\n

To invite a new Guest to work with you, type their email address in the Invite Users<\/strong> field. Next, Invite as<\/strong> a Guest and then click Invite<\/strong>.<\/p>\n

\"\"<\/p>\n

You’ll receive a flash notification at the top of your screen to confirm that their invite has been sent.<\/p>\n

Promote a Guest<\/h2>\n

To promote a guest to a User<\/a> or Builder<\/a>, click the dropdown next to their name and make your selection.<\/p>\n

\"\"<\/p>\n

You should only promote someone to an admin if you are happy for them to have full<\/em> access<\/a> to your organization and billing.<\/p>\n

Note:<\/strong> Guests are counted as a seat in your subscription. When you promote them partway through your billing cycle, you will pay pro-rata for them, based on your monthly or yearly subscription<\/a>\u00a0price.<\/p>\n

Read more about the difference between guests and builders<\/a>.<\/p>\n

Remove a Guest<\/h2>\n

A Guest can be removed from your organization entirely (and any workflow runs or tasks they are assigned to) using the remove user icon shown below.<\/p>\n

\"\"<\/p>\n

If you don’t need someone to be part of your organization or you don’t want them to have to log in to Process Street, you may want to consider sharing workflows or workflow runs with them as an anonymous user<\/a>.<\/p>\n

Now that you’ve added your new Guest, you can share this article with them to help them get started using Process Street. <\/a>It explains the basics of what they can see and do when they first log in.<\/p>\n","protected":false},"excerpt":{"rendered":"

A Guest is a way to bring external collaborators, such as clients, vendors, virtual assistants, or freelancers, into your Process Street organization. Guests work on specific workflow run, or tasks without having full access to your organization\u2019s content. Users: Only admins can access the organization manager page and invite users to your organization. View all […]<\/p>\n","protected":false},"author":3,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings, Workflows","footnotes":""},"ht_kb_category":[208,180],"ht_kb_tag":[209,210],"class_list":["post-5645","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-faq","ht_kb_category-organization-management","ht_kb_tag-guests","ht_kb_tag-permissions"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5645","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/3"}],"version-history":[{"count":8,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5645\/revisions"}],"predecessor-version":[{"id":8801,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5645\/revisions\/8801"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5645"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5645"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5645"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}