Did you know that your monday.com account can support external users for free? That means you can collaborate with guests on your monday WorkOS platform. Referred to as the monday.com guest access, this feature can really help big enterprises with business operations.
What is a monday.com Guest user? A monday.com guest user is anyone that is external to your company and holds different email domain. This could include, freelancers, consultants, subcontractors, board members and clients.
Here’s how: Guests can collaborate with your team without having to be a part of the entire account. You can invite them to specific boards or dashboards and share relevant workflow with them.
This monday.com guests feature is only available to Standard Plan users or above. In this blog post, we’ll learn more about it.
monday.com Guests: What Are They?
A guest on your monday.com profile will be external to your affiliates, subsidiaries, and organisation. Since they aren't your employees, they'll be different from the users you’ve invited to join the dashboard.
Examples of guests will include:
Clients
Freelancers
Vendors
External consultants
These individuals are critical to your business operations but won’t be a part of your internal team. monday.com guests can join the Shareable Board on your personalised platform without being a member of the organisation's account.
They usually have a different email domain than that associated with your organisation’s admin.
Note: If they have an email in the same domain, the member won’t be able to join as guests.
What Can monday.com's Invited Guests Do?
Usually, guests have limited access when it comes to editing and viewing the dashboards and boards. With the monday.com guest access, individuals can:
Edit and add columns.
Add automations, board views, and integrations.
Create new items in the Shareable Board.
Add comments in an item’s Status column or Updates Section.
Use the monday platform API and My Work.
For Enterprise Plan holders, monday.com guests can be added to Microsoft Teams, and they can assign users. However, the permissions will all depend on the board admin and owners.
A guest can only access your customised monday.com WorkOS if you give them permission to. This allows your team to maintain privacy and protect organisational data by restricting an external user's activities.
Limitations to the monday.com Guest Access
As mentioned earlier, monday.com guests won’t have the same permissions as a user or member on the platform. That means they won’t be able to:
Create new boards.
Invite other guests.
See information outside the Shareable Boards.
Become a board owner to see workspace names.
Create apps.
See the board-level Activity Logs.
Sharing Projects With Guests On monday.com
Here are a few steps you should follow to share projects with new guests on the monday.com WorkOS platform:
Create a Shareable Board to give access to tasks and projects to external members.
Click on the “Invite” or People icon at the top right of the shareable board.
Check the opened window for users or team subscribers on the board.
Enter the guest’s email address and invite them to join the board.
Once done, the invited people must create a new guest user account after accepting the email invitation to join the shareable board.
At Fruition Services, we believe that adding a guest to your account is a great way to share a few boards with someone without having to provide complete access. In case the steps seem complicated, our team of monday.com experts can help you add the right people to your account without any hassle.
Some Tips for Using monday.com Guest Access
monday.com is definitely a versatile platform. The company was announced as a leader in the 2024 Gartner Magic Quadrant for APMR.
That means every organisation will use monday WorkOS differently. The same goes for the way you allocate guest access in this software. Here are a few tips to follow:
Clients: Adding clients as guests can help grow your relationship with them. It’ll give them real-time access to how their projects are coming along. They can even provide feedback and ask for updates on the platform itself.
Freelancers: When you give freelancers monday.com guest access, you’re essentially saving money per seat on the platform. It enables you to streamline your workflow and pay them on time without any complications.
Partners: If you’re collaborating with a different company, adding the managers as guests can cut down information silos. It’ll also help streamline communication on specific projects.
Part-Timers: You can keep track of your employee’s in-and-out times using monday.com as an employee tracking software. You can track them on a board, and they can access important business operations on a single platform.
You can also invite vendors, service providers, and third-party companies as guests.
Pricing for Guests
Plan | Guest Access |
Trial | Unlimited team members and guests can be invited. |
Basic | Shareable boards are not a part of this plan. |
Standard | Limited guests, as you can invite up to three for free. The fourth one will be billed. |
Enterprise | Unlimited guests. |
Note: Your plan will automatically upgrade if you exceed the total number of seats available for each plan.
Collaboration As monday.com Guests: An Example
Let’s say you’ve invited a guest to your monday.com dashboard. For this situation, we can assume they're a freelance writer and you’re the admin of a marketing company.
Technically, you can use the monday Work Management software to track the progress of the blog posts the writer is supposed to work on. Don't forget to create a separate Shareable Board named ‘Blog Content’ for collaboration and communication.
Communication
The freelancer logs in as a guest to access their tasks and check comments for each blog post topic in the Updates Section. If they have any queries, the guest can type in their questions and get a reply. You can also share files, links, or photos to help with research.
Updates
Both the freelance writer and the admin can change the Progress status label to give updates about the content's drafts and edits required. You can even create a Rating Column (0-5) to inform them about the task's content quality.
Due Dates
You can add the Date Column to inform the freelancer about an article's due date by integrating the calendar app. All you have to do is click on the cell and choose the exact date you want the task completed.
Permissions
In this situation, you can give the guest permission to upload files like Google Docs or Excel Sheets in the File Column. Don't forget to limit their access to edit or add Items to this board.
Get in touch with Fruition Services, your local Certified monday.com Partner today
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FAQs
What is monday.com guest access?
monday.com guests are external or outside users that you hire to help with business operations. Examples include freelancers, lawyers, contractors, vendors, and more. In some cases, you can even add your clients or shareholders as guests on the monday platform. Unlike users or members, guests can only be invited to shareable boards and cannot view the main or private dashboards.
Can guests edit my monday.com boards?
If you’ve invited someone as a guest on your monday board, they’ll have limited permissions to edit, add, or make changes in the interface. An owner will have to set the permission for the shareable board to restrict guest activity. When given permission, they can create new items, fill out forms, add columns, reply to comments, and implement automations.
What is the difference between a user and a guest on the monday.com platform?
When thinking about monday.com guests vs users, many confuse the two and think they have the same permissions. Guests are external users able to view specific dashboards and boards. They can collaborate on specific boards, have a different email domain, and cannot view private boards. However, users can access the entire monday.com account to edit and add columns, boards, etc.
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