Invite a guest to one board

Let a customer, a contractor or a partner follow one board with you. A guest sees that board and nothing else of your organization.

In short

A guest is someone from outside your organization who is let onto one board - a customer, a contractor, a partner. A guest is not a member: they see that board and nothing else. They can comment, or edit if you let them.

Before you start

• Who: only people who manage the board can invite, and your own email address must be confirmed.
• Plan: guests who only comment are free up to a number your plan gives. A guest who can edit takes a paid seat, and you see what it does to the bill first. Plan & usage shows both.
• First: the board must belong to an organization. A personal board takes no guests.
• What a guest sees: that one board, with its cards, comments, files and history. Never your other boards, members, teams or modules.

Steps

1. Open the board and press "Share". Type the person's email address and choose "As a guest" - or open Board settings › People › Guests.
2. Choose what they may do: "Can comment" or "Can edit". Can edit takes a paid seat; you see what it does to the bill first.
3. Select "Invite". They get an email with a link that works for 7 days.
4. The guest opens the link, signs in with the invited address (confirmed) and selects "Accept".

Result: the guest finds the board under "Shared with you as a guest" in their own boards list.

Good to know

• Only people who manage the board can invite, and your own email address must be confirmed.
• Guests are for an organization's own boards. A personal board, a board that tracks one API project and a board that shows another module's records take no guests.
• A guest opens the board, its cards, their checklists, comments, files and history. With Can comment they add comments; with Can edit they also add, move and change cards and can be given a card.
• A guest never sees your other boards, your members, your teams, or other modules. Board settings, rules, estimation sessions, forms and reports are not open to them.
• Guests who only comment are free up to the number your plan gives; a waiting invitation holds a place. One person is a guest of one board in an organization.
• Guests are listed in the Share dialog with Guest beside their name, and in Access › Outside access.
• "Send again" makes a new link and stops the old one; "Withdraw" cancels the invitation.

When a guest's place ends

"Remove" takes the board away from a guest at once: cards they hold become unassigned, and what their inbox said about the board is removed. A guest can also go by themselves with "Leave this board". A guest who has not opened the board for 90 days loses their place automatically, and so does every guest when the board is archived or moved. Your organization's rules apply to guests too, such as required two-step sign-in.

To undo: "Withdraw" cancels an invitation not yet accepted, and "Remove" ends a guest's place at once. The guest can also use "Leave this board".

1. When you invite, pick a day under "Last day (optional)". For a guest already here, choose "Set a last day" under their name.
2. Pick the day and choose "Save". The guest keeps the board through that whole day (UTC) and loses it after, and is told.
3. To take the end away, choose "Change last day" and then "No last day".

1. Every 90 days a guest's place shows "Review due", and the list says how many are due.
2. Choose "Still needed" to confirm it; the next review is due 90 days later. Choose "Remove" if they no longer need the board.
3. Whoever manages the board reviews its guests. Whoever manages the organization's people can do it for every guest from the organization's list of guests.

If something goes wrong

• "Confirm your email address before inviting a guest."
• "This person is already a guest on a board of this organization. A guest sees one board."
• "This person is already a member of this organization and needs no guest invitation.": share the board with them by name.
• "This invitation was sent to a different email address. Sign in with the account that has that address."
• "This invitation is no longer valid. Ask for a new one."

Related

• /help/boards/share-a-board
• /help/organizations/access