Collaborate securely with people outside your organization.
Enable Guest Access to easily involve clients, volunteers, members, and more in your workflows while staying in control of what they can see and do.
Guests log in using a one-time code sent to their email – no password required. They can then view their specific entries, submit forms, and track their progress in one convenient place.
How to Enable Guest Access
To enable Guest Access:
- Find your organization’s name in the top left corner of the sidebar and then click Settings.
- Select Guest Access in the left menu.
- Turn on the Guest Access toggle.
Setting up Guest Workflows
Once enabled, you’re ready to start adding guests, assigning them forms, and collaborating securely.
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Add and Manage Guests
Create guest lists to manage guest details, or invite guests through authenticated Workflow and Save & Resume links. -
Share Forms and Entries
Set up forms for guests to submit and manage their access to view or edit entries. -
Assign Tasks to Guests
Assign Workflow Tasks to guests and keep them on track with automatic email reminders.
Guests can only access forms and entries in the Public workflow role.
Allowed Guest Types
There are two ways people outside your organization can securely access forms and entries:
1. Authenticated Save & Resume or Workflow Links
Anyone sent an authenticated Save & Resume or Public Workflow link can log in to access their entries. This option is enabled automatically and cannot be disabled.
2. Person Forms (Guest Lists)
You can also designate specific Person Forms as guest lists. A Person Form is used to manage people, with each entry representing an individual.
When you enable Guest Access, your Person Forms act as guest lists that store your guest information and details. You can create multiple guests lists for different groups – like clients, customers, or members – if needed. Check the box next to a form to activate that guest list and allow those guests to log in through the guest portal.
To let guests update their own profile information, click the ellipsis (…) next to the form name under Allowed Guest Types and select Allow guests to edit their profile. When enabled, guests can click their profile image in the top right corner of the portal and choose Edit Profile to update any fields on their profile entry that are visible to the Public role.
Guest lists with profile editing enabled display a pencil icon beside the form name. You can disable this setting at any time.
Guest Welcome Options
In the Guest Access settings, you can require guests to agree to your Terms of Service and Privacy Policy by adding links to your organization’s documents. Guests will be prompted to accept these terms on their first login. If you update either of these links later, your guests will be asked to review and accept the updated terms the next time they log in.
Additionally, you can add a custom welcome message that appears on the guest’s homepage after they log in – this message is visible only to guests, not to your organization’s internal users.
Tracking Guests
You can track active guests from the table at the bottom of the Guest Access settings. The table displays all active guests for the current month, including their email address, guest type, number of emails/reminders/logins for the month, and their last login date (if available).
In the Type column, you’ll see the associated Person Form name if the guest is on a guest list, or Link if they were sent an authenticated Save & Resume or Workflow link.
In the top right, you can click the month/year to view data from other months or use the magnifying glass to search for specific guests.
Pricing
The Team plan includes 5 monthly guests for free, and the Enterprise plan includes 20 monthly guests for free. For any guests beyond these included amounts, pricing is based on tiers:
| Guest Tier | Monthly Price |
|---|---|
| Up to 50 Guests | $25 |
| Up to 100 Guests | $50 |
| Up to 250 Guests | $100 |
| Up to 500 Guests | $150 |
| Up to 1000 Guests | $200 |
| Up to 2500 Guests | $250 |
Organizations will be billed monthly based on the total number of active guests each month. Each price covers all guests up to the tier’s limit beyond the free included guests.
If you exceed a tier’s guest limit, pricing automatically moves to the next tier. After 2,500 guests, each additional 1,000 guests costs an extra $100.