Working with Guests/Clients in a project

In Upbase, you work with clients by inviting their guests to projects and controlling what they can access.

Guest permissions

In Upbase, guests have limited access. They can work inside projects they’re invited to, but they don’t have full workspace permissions.

Guest permissions in a workspace

Guests:

• Can be invited only to projects, not to the entire workspace
• Can see only the projects they’re invited to
• Can see only members of those projects

Guests do not have access to:

• Schedule
• My Tasks
• Spotlight
• Direct Messages
• Tag Manager
• Members page
• Daily Notes
• Notepad

Guests cannot:

• Create new projects
• Delete projects

Trash access

• Guests can see and permanently delete only the items they created
• They can’t manage items created by others

Guest permissions within a project

Guests do not have access to:

• Project settings
• Turning project modules on or off

Guests cannot:

• Invite or remove project members
• Archive or delete projects
• Add tags to tasks
• Add, rename, or delete task sections
• Add, rename, or remove custom fields
• Add, rename, or delete message categories
• Delete items created by others (tasks, messages, docs, or files)

What guests can see

• Guests can see only items shared with them
• Task sections are visible to guests
• The only exceptions are the Links and Chat modules, which are always visible

For example, here’s how task visibility looks from both sides.

When no tasks are shared with guests

1/ What you see (as a team member):

2/ What guests see:

When some tasks are shared with guests

1/ What you see (as a team member):

2/ What guests see:

Share tasks, docs, files, and messages with guests

There are two ways to share work with guests. You can switch between them in Project settings.

Option 1: Private by default

When this option is off:

• New tasks, docs, and files are private by default
• Guests can’t see them unless you share each item manually

To share an item with guests, simply click the "Guest Sharing" button on the details page of any task, doc, or file.

Option 2: Visible to guests by default

When this option is on:

• New tasks, docs, and files created after turning it on are visible to guests
• Existing private items stay private

You can still:

• Turn off guest access for individual items right after creating them

This option works well when most work should be visible to clients.

Share messages with guests

Share a new message

When creating a message:

1. Find the Privacy field.
2. Turn on Guest Sharing.

Share an existing message

• Open the message.
• Click the Guest Sharing button in the top-right corner.

See what guests can access

Each item shows a colored sharing indicator so you know its visibility at a glance:

• Visible to guests
• Private to your team

You’ll see this indicator on:

Tasks

Docs

Files

Messages

Important notes about sharing files

If you use Private by default and share a file inside a folder:

• You must also share the folder and its parent folders
• Otherwise, guests won’t be able to access the file