Hosts and guests

Every project has one host and any number of guests. The host is the organisation that created the project, and it configures the project. A guest is any other organisation with people on the project.

Host and guest describe an organisation's part in one project. An organisation on a host account is the host of the projects it creates, and a guest on projects other organisations add it to. An organisation on a guest account is always a guest. Your sign-in is the same on every project.

Only the host organisation:

• configures the project's tools and settings;
• writes the permission templates;
• builds the workflows that route approvals;
• adds people to the project and removes them, from any organisation;
• views and builds reports;
• runs procurement;
• manages the contract budget, payments and direct costs.

Learn more about setting up your organisation and the tools catalogue.

A guest adds records to the host's tools and responds to them: permits, method statements, safety data sheets, site diary entries, inductions, progress claims, variations, inspections, submittals and observations.

A guest acts on an approval step when a workflow assigns them to it. Approving progress claims, variations and contract execution is for the host only, so on those tools a guest is given the steps for revising and resubmitting. Learn more about how approvals work.

Teralo filters most registers by company before the page loads, so a guest never receives another company's rows. What each tool shows a guest:

Tool	A guest sees
Directory	Everyone on the project
Photos, Whiteboard, Safety Data Sheets	Every row
Site Messages	Every published message, plus their own company's unsent ones
Program	Every program in folders they can open
Mail	Mail sent by or to their company
Documents	Documents their company authored or uploaded, or that were mailed to them
Meetings	Meetings they attended or were sent the minutes of
Contracts, progress claims, variations	Contracts their company is party to. A private contract only if they are one of its named contacts
Inspections	Inspections their company is responsible for an item on, with the whole checklist
Incidents	Incidents their company reported, that were sent to them, or that hurt one of their workers, and injuries to their own workers
Observations	Observations their company raised, that are assigned to them or their company, or sent to them
Permits	Permits their company submitted, holds or has workers on
Submittals	Their company's submittals and the ones they review
Method Statements	Their company's method statements, plus site-wide ones
Bookings	Their company's bookings. Other bookings show as unavailable time
Site Diary, Passive Fire, Equipment, Inductions, Timesheets	Their own company's records
Procurement, Reports, Cashflow	Nothing
Contract budget, payments, direct costs	Nothing

Host staff aren't filtered by company, except in Documents and Mail, which filter them in the same way.

If a tool or an action is missing, either guests don't have it at all, or your permission template doesn't include it. A permission template is a named set of permissions, such as Site Team, Subcontractor Manager or View Only. Only the host can change your template, and the change applies from the next page you open. Learn more about how permissions work and permission templates.

Administrators of the host organisation have every permission on the projects it hosts, apart from tools its plan does not include. On a project another organisation hosts, they are a guest with a project template like anyone else.

Someone in the host organisation adds each person to the project. A guest can't add anyone, including their own colleagues. If you expected to be on a project and aren't, contact the person at the host who invited you. Learn more about inviting people to a project and sign-in problems.

A guest organisation pays nothing to take part in another organisation's project. The host account pays. AI use on a host's project is charged to the guest's own organisation, unless the host lets the guest use its credits. Learn more about plans and entitlements and AI credits.