How to use Guest accounts in Vaiz

A Guest is a limited-access role for people who need access to information without editing shared work. For example, this role can be used for clients, partners, external specialists, or team members who are not currently involved in the project but still need visibility into its progress.

Understand how Guest roles work

Guest permissions are configured separately at different levels, so the same person can have different roles depending on where they work. For the full breakdown of roles and permissions, see our dedicated guide.

For example:

To check a user’s current access, click the Space name in the top-left corner and open “Team”.

The current role is displayed next to each member’s name. If you have permission to manage access, you can change the role directly from this list.

What Guests can do

Guest access limits editing of shared workspace content, but still allows users to stay informed and work with personal settings.

View and follow work

Guests can:

• view tasks, documents, milestones, dashboards, projects, and boards
• read comments
• follow items to receive updates
• add items to favorites
• open history and preview information
  

Guests can also view uploaded files, download attachments, and export documents to PDF.

They receive notifications about followed items the same way other members do.

Manage personal settings

Guests can manage their own account settings by clicking their profile icon in the top-right corner and selecting “Settings”.

Here, they can manage their own account settings, including:

• Personal information
• Password, passkeys or two-factor authentication
• Notifications
• Sessions
• API Tokens

In Personal settings, Guests can update their name, nickname, position, profile description, phone number, avatar, and other profile information.

Work with personal content

Guests can create and edit personal documents.

They can view shared documents in projects where they have access, but cannot edit or move them.

Guests can also create their own Spaces and become owners there.

What Guests cannot do

Guests cannot change shared workspace content. They cannot:

• create, edit, move, assign, or complete tasks
• write, edit, delete, or react to comments
• create, edit, duplicate, archive, or move shared documents
• create or manage projects, boards, or dashboards
• invite users or manage workspace members
• configure integrations
• make changes in Gantt views

How to assign a Guest role

Open Team in the Space, Project, or Board where you want to manage access.

If the person is already added, change their role next to their name. If they are not in the team yet, click “Invite” in the top-right corner and send an invitation.

The invited person will see the invitation in the Space menu and can accept it from there.

They will also receive an email invitation. The email includes an "Accept invite" button, so they can join the Space without opening Vaiz first. Always check that the invitation email is really from Vaiz before clicking.

Note: New users are added with the Member role by default. To make them a Guest, open “Team” after the invitation and change their role manually.

Note 2: If you add a Guest directly to a Board without giving them access to the parent Project first, Vaiz currently gives them Member access to that project. After adding the user, check their “Project role” and change it to Guest if needed.