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Guest Access

Guest access allows you to invite external stakeholders -- clients, contractors, partners -- to view or interact with specific boards without giving them full organization access.

How Guest Access Works​

Guests hold the guest role, which is the most restricted role in the ProBeya hierarchy (level 99):

  • They can only access specific boards they have been invited to.
  • They cannot see the workspace structure, other projects, or other boards.
  • They cannot create new boards, projects, or workspaces.
  • Their view is limited to the board content and item details.
  • They cannot create or delete items.

Inviting a Guest​

  1. Open the board you want to share with an external person.
  2. Click the Share button in the top bar.
  3. Enter the guest's email address.
  4. Select the permission level:
    • View only -- Can see items but cannot make changes.
    • Comment only -- Can view items and add comments.
    • Edit -- Can view, comment, and edit item field values.
  5. Click Invite.

The guest receives an email invitation. If they do not have a ProBeya account, they are prompted to create one (free) to accept the invitation.

The invitation requires the manage_members permission, which is available to org_owner, tenant_admin, and site_admin roles.

Managing Guests​

Viewing Guests​

Navigate to Settings > Members and switch to the Guests tab to see all guests in your organization, along with which boards they have access to.

Changing Permissions​

  1. Open the board or go to Settings > Members > Guests.
  2. Find the guest in the list.
  3. Change their permission level or remove their access.

Removing a Guest​

Click Remove next to the guest's name to revoke their access. They will no longer be able to view the board. Removal is immediate and the guest's session is invalidated.

Guest Limitations​

FeatureAvailable to Guests?
View board itemsYes
Edit items (if Edit permission)Yes
Add comments (if Comment or Edit permission)Yes
Create new itemsNo
Delete itemsNo
Access other boardsNo
See workspace/project structureNo
Use command palette for navigationLimited to their board
Receive notificationsYes, for their boards
Create API keysNo
Access organization settingsNo

Guest Limits by Plan​

PlanGuest Limit
FreeUp to 2 guests
ProUp to 20 guests per board
EnterpriseUnlimited guests

Security Considerations​

warning

Guests can only see data on boards they are explicitly invited to. However, any data visible on those boards (including KPI values, item details, and comments) is accessible to them. Review board content before granting guest access.

  • All guest actions are recorded in the Audit Log.
  • Guest sessions expire after 30 days of inactivity.
  • Organization admins can disable guest access entirely in Settings > Security.
  • Guests are subject to the same 2FA enforcement policy as regular members when org-wide 2FA is enabled.
  • Guest membership records are scoped by organizationId and follow the same multi-tenant isolation as all other data.

Shared Boards vs. Guest Access​

For sharing board data without requiring a user account, consider using Andon Configuration for read-only KPI displays, or shared board embed tokens. Guest access is appropriate when you need interactive participation from external users.

Guest Role in the Hierarchy​

The guest role sits at hierarchy level 99, making it the least privileged role in the system. Key implications:

  • Guests cannot be assigned any additional roles through multi-role assignment.
  • Any role with a level below 99 can manage guest memberships.
  • Guest membership records follow the same organizationId scoping as all other memberships.
  • The guest role is included in the ASSIGNABLE_ROLES array but excluded from org_owner.

Disabling Guest Access​

Organization admins can disable guest access entirely:

  1. Go to Settings > Security.
  2. Toggle Allow guest access off.
  3. All existing guest invitations are suspended (not deleted).
  4. Re-enabling guest access restores previous guest memberships.
warning

Disabling guest access immediately revokes all active guest sessions. External stakeholders will lose access without notification unless you inform them beforehand.