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Pipefy for guests is a set of functionalities within a portal, created to facilitate how your company collects information from employees, customers, suppliers, and business partners.

On the one hand, your company defines which forms it will share with them. On the other, guest users can submit and track their requests in Pipefy as they create an account.

With this feature, you offer a safe and efficient experience - both for your guests and for your team.

As this portal centralizes and organizes communication in one place, response time is reduced, and all parties involved are always updated.

Information Security

To invite a user as a guest, you first need to define which forms they will be able to access. Then, just add them to your Pipefy account.

There are two permission levels for this type of user:

  • Company Guests: intended for members of your company who don't manage processes within Pipefy, but need to submit requests, such as refunds.

  • External Guests: intended for suppliers, customers, and other interested external parties.

This differentiation guarantees information security since you have full control of who accesses your company's forms or not.

📌 Check out the full article on how to manage guest users.

What does Pipefy for guests look like?

When logged into Pipefy, guest users will see two tabs on the homepage:

Portals:

Guests can find the forms they have access to and, from there, submit new requests.

They can't access any portal on your company's account, only the forms you share with them.

Requests:

Where they find all the requests sent, communicate with your team and follow the updates of their requests.

These requests are linked to a card, and a Start Form with the Requests Tracker activated, as they usually happen at the beginning of a process.

On the upper right side, your guests will find a menu, where they can access our Help Center, learn more about Pipefy, and switch companies, since the same guest user may make requests to different companies.

Use cases: Ideas for using Pipefy for guests

Pipefy for guests is a versatile tool. Here are some use cases you can take, just to name a few examples:

Human Resources:

You may share a public phase form with your employees to ask for information, like updating an address or phone number. You can also use them to manage vacation requests, promotions, or a recruitment process. Each employee or applicant will have access to their own portal and can only see the cards related to their requests.

Finance:

Just like the Human Resources team, the Finance team deals with a lot of requests every day. They have, for example, reimbursement requests, purchase approvals, procurements, and accounts receivable, just to name a few. You may want to use forms to create a better workflow. Once you share them with third parties, each person will have access to their own portal.

Customer Success:

If you are a customer-first company, you probably want to offer the best experience ever. So, you may want to use Pipefy's forms to start customer onboarding or to ask them for feedback with an NPS.

Legal:

A legal team deals with a lot of confidential information, and it's quite important to make sure only authorized staff has access to it. This is why you may share a form with specific people to analyze a contract, approve a NDA, or give legal advice.

Pro tip: If all your company’s teams use Pipefy to manage their process, your guest users (employees, clients, suppliers, etc.) will see all the requests in a single place — even if it's from different pipes.

Add a dynamic content field right at the beginning of your public forms to share a custom message with your guests and give them more context.

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