Inviting Guests

Share project access with clients, consultants, and stakeholders by inviting them as guests. This guide explains how to invite and manage guest users.

Understanding Guest Access

What is a Guest?

Guests are external users who need visibility into your projects:

• Clients and Developers: Project owners who need updates
• Consultants: Architects, engineers, and specialists
• Subcontractors: Trade contractors needing project information
• Inspectors: Building inspectors and certifiers
• Other Stakeholders: Anyone needing project access

Guest vs Host

Inviting Guests to Projects

Sending Invitations

1. Open your project
2. Go to Directory
3. Click Add Person
4. Select Invite New User
5. Enter their details:
   • Email address
   • First name
   • Last name
6. Select a permission template
7. Click Send Invitation

What Guests Receive

Invited users receive an email with:

• Invitation to join the project
• Link to create their account
• Your organisation name
• Project name

Invitation Status

Track invitation status:

• Pending: Invitation sent, not yet accepted
• Accepted: User has created account and joined
• Expired: Invitation link has expired (resend if needed)

Setting Guest Permissions

Choosing a Template

When inviting guests, select an appropriate permission template:

• View Only: Can see dashboard and documents, no editing
• Contributor: Can add comments and participate in workflows
• Full Access: Maximum guest permissions

Creating Guest-Specific Templates

Create templates tailored for guest users:

1. Go to Organisation > Permissions
2. Click Create Template
3. Select permissions appropriate for external users
4. Name it clearly (e.g., "Client View Only", "Consultant Access")
5. Save the template

Typical Guest Permissions

Common permissions for guests:

• View dashboard
• View and download documents
• View mail correspondence
• View team directory
• Access AI chat (optional)
• View calendar events

Managing Guest Access

Changing Permissions

To modify a guest's access:

1. Open the project Directory
2. Find the guest
3. Click Edit
4. Select a different permission template
5. Save changes

Removing Guests

To remove guest access:

1. Open the project Directory
2. Find the guest
3. Click Remove from Project
4. Confirm removal

The guest will no longer be able to access the project.

Sharing Documents Externally

Public Document Links

For one-time document sharing without full project access:

1. Open a document
2. Click Share
3. Generate a public link
4. Set link expiry (optional)
5. Send the link to the recipient

Benefits:

• No account required to view
• Time-limited access
• Access tracking
• Works for single documents

When to Use Public Links vs Invitations

Bulk Invitations

Adding Multiple Guests

For large teams:

1. Go to Directory
2. Click Add Multiple People
3. Upload a CSV file with:
   • Email addresses
   • First names
   • Last names
4. Select a permission template for all
5. Send invitations

Best Practices

Security Considerations

• Use appropriate permission levels (principle of least privilege)
• Remove access when no longer needed
• Regularly review guest list
• Use link expiry for public documents

Communication

• Tell guests what to expect before inviting them
• Explain what they'll be able to see and do
• Provide guidance on using Teralo

Organisation

• Use consistent permission templates
• Name templates clearly
• Document who has access and why
• Review guest access periodically

Troubleshooting

Guest Didn't Receive Invitation

• Check they provided the correct email address
• Ask them to check spam/junk folder
• Resend the invitation from the Directory
• Verify the email address spelling

Guest Can't Access Expected Features

• Review their permission template
• Ensure the template includes the needed permissions
• Check for project-specific permission overrides