Guests on a team

A guest is a person on a team for only what they were given. A team has admins and members, who can use the team's areas, and guests, who can use an area as a whole or only the records shared with them. A guest takes no place on the plan and never sees the team's pages, its billing or its Trash. Personal can have guests too: someone you invite can use the areas you give them in your Personal work, and nothing else.

Invite a guest

An admin selects Invite people on the team's Members page, or Invite guests on Personal's Guests page, and enters handles (@alex) or email addresses, separated by commas, spaces or new lines. With Guest chosen, switch on each area the guest can use. Documents, Spreadsheets, Presentations, Design Canvas, Forms, To-dos and Git Repositories can be given as Everything in the area or Only what is shared with them. Team chat and Walkie Talkie are given one conversation at a time. Every other area is given as a whole.

Someone invited by handle sees the invitation on Your teams and in the Magpie app, and gets a push notification and an email. Someone invited by email gets the email; if they have an account at that address, the invitation is on their Your teams too. An invitation works for 14 days. One person can send up to 50 invitations by handle a day.

A guest can also be invited from a record's own Share drawer, by anyone who may share the record: adding someone who is not on the team sends them an invitation for that one record. A channel's Create invite link makes a link anyone signed in can use to join as a guest; a link works for 7 days and for up to 25 people; see Use Team chat for guests in a channel. Someone whose message request you accept in Team chat, or who records a message on your Walkie Talkie talk page, becomes a guest of your Personal with that one conversation when you reply; see Message someone directly or in a group and Your talk page. An accountant is a guest with Accounting; see Give your accountant access to the books.

Join as a guest

Open the invitation on Your teams, in the app, or from the email, and select Join or Decline. The person who invited you will be emailed your answer. A guest needs a handle, so the people they work with can tell who they are without being given an email address; someone without one chooses it when they join.

The team then appears in your Personal or team selector, labelled Guest. Someone else's Personal is named after its owner, never "Personal". In the team you see the areas you were given and nothing else: with an area given as a whole you work in it as a member with the team's Member access would; with only shared records you see those records in the area's list, and Search, Recent work and the assistant show you nothing else of the team.

See and change what a guest can use

The Members page lists every guest under Guests with their handle and what they were given. A guest's page has their role, one switch per area, the choice between everything in an area and only what is shared, the records they are in with Remove on each, and Remove from the team. Each control saves on its own. Only team admins, or the owner of Personal, can change these.

Making a guest a Member takes a place on the plan and keeps their areas; an area they had for shared records only becomes the whole area. Making a member a Guest frees a place and keeps a narrowed member's areas; a member who could use every area becomes a guest with nothing yet.

Removing a guest from their last record, from a record's Share drawer or from their page, removes them from the team, and the confirmation says so.

How many guests

Guests are counted per team and per Personal: 10 on the free plan and 100 on Pro and the Team plan. Billing shows the count as Guests; see Plans, limits, and billing. The limit is checked when an invitation is sent and when it is accepted. A team that moves to the free plan keeps every guest and cannot add more until it is within the limit. Pending invitations do not count.

Leave or remove

A guest leaves from Your teams with Leave, and loses access to everything shared with them there. An admin, or the owner of Personal, selects Remove beside a guest on the Members page or on the guest's page; the guest gets an email saying who removed them. What a guest made stays with the team. A removed guest can be invited again.

If a guest can open something they were not given, or cannot open something they were, Contact support.