Managing guest users
Invite and manage customers, suppliers and people from other teams to engage with your company.
Graziela Sabatini avatar
Written by Graziela Sabatini
Updated over a week ago

Estimated reading time: 6 minutes

Enable stakeholders to join your company and access forms, so they can submit requests and communicate with your team.

You can invite them and set their roles as Company Guests or External Guests.

To better control the actions they can perform in your company, define permissions for all people assigned to these roles.

Invite guests

To invite people to your company, access its homepage. Then, click on Members at the top of the page

As you open the page, you can see everyone in your company and their respective roles.

To invite more people, click on Invite members and type in their email addresses โ€” they'll be immediately notified via email.

It's possible to define their roles on this page. However, to better define what actions they can take in your company, access the Admin dashboard.

Manage people

Begin by accessing the Admin dashboard. It's where you can manage everyone in your company (including Administrators).

To manage Company Guests or External Guests, simply click on the role's name or the number of users assigned to it.

You can visualize all people assigned to a role on the Users tab. If there aren't people with that role yet, click on Add users.

In the Admin dashboard, you can select permissions for each role.

  • It's not possible to change External Guests' permissions. By default, they can only access the forms you allow them to.

  • To allow Company Guests to create pipes in the company, select the option Can create pipes. It's not possible to select other permission types for Company Guests.

Sharing forms with Company Guests

To share a pipe's form with a Company Guest, go to the pipe and access Pipe settings, by clicking on the gear icon.

In the Authorizations section, find the option choose who can create cards on this pipe and track status, and mark the item Administrators, Members, and Company Guests.

How to share forms with External Guests

To allow External Guests to access a form, access its respective pipe. On the Pipe settings page, scroll down to the Authorizations section.

Then, select the option External Guests and choose the people that can create cards on this pipe (through the form) and track its status.

It's also possible to define which forms your External Guests can access through your Company Settings page.

For that, click on your company's logo at the top of the page, then select the option Account preferences.

Click on Company Settings.

Then, scroll down to the option Forms allowed to External Guests.

To add a form that guests can access, select it from a list of existing pipes.

As you're done, click on Save.

How to choose the right role for each guest

Consider your business model to define if you will add someone as a company or as an external guest.

In a nutshell, company guests can create pipes. Therefore this permission level is intended for employees.

On the other hand, External Guests cannot create pipes.

  • Company Guests โ†’ employees and internal clients

  • External Guests โ†’ customers, suppliers, and external clients


Do guest users have access to my company's information?

No. Their experience in Pipefy is different. They can only see the forms you've shared with them and a button to manage their profile preferences.

Do guest users have access to public forms?

Yes. If you share a public form through a public link, they can find it in Pipefy for Guests, a platform that gathers all public forms they can access.

Will I be charged for each guest?

No. Your plan is based on the number of company admins and members. So, feel free to invite as many guest users as you need.

Just remember that, if the administrator allows, company guests can create pipes, and once they do, that individual will become a member โ€” therefore, adding a new charge.

Looking for more tips?

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