Inviting Guests
Guests are people outside your workspace, such as clients, contractors, or stakeholders, who you invite to a single project with view-only or comment access. They sign in with a secure email link, see only the project you share, and never use a paid seat.
Before you start
- PlanGuest access is included on the Pro and Business plans. On the Free plan the invite control is unavailable.
- Who can inviteYou need to be a workspace admin or the project's owner to invite or manage guests.
- ScopeGuests are invited per project. Inviting a guest to one project does not give them access to anything else in your workspace.
How to invite a guest
Open the project's settings
Enter the guest's email address
Choose a role
Send the invitation
Guest roles
| Role | What they can do |
|---|---|
| Viewer | See the project and its tasks across List, Board, Calendar, and Timeline views. Read-only — they cannot change anything. |
| Commenter | Everything a Viewer can do, plus leaving comments on tasks. They still cannot edit tasks or project settings. |
What guests can and cannot do
They only see the project you shared
A guest's account is scoped to the specific project (or projects) they are invited to. They cannot see other projects, workspace members, billing, or settings.
The project is read-only (or comment-only)
Interactive controls are disabled for guests. A Viewer can read; a Commenter can also comment. Neither can create, edit, move, or complete tasks.
Guests never use a paid seat
Guests do not count towards your workspace's paid seats, so you can share a project with clients and stakeholders at no extra cost.
How guests sign in
Guests do not set a password. Accepting the invitation signs them straight in, and they land on the shared project. To return later, they can request a fresh sign-in link by email.
- First timeThey click Accept invitation in the email and are taken into the project.
- ReturningFrom the guest sign-in page they enter their email and receive a one-time link to get back in.
Managing guests
The same Guests tab in project settings lists everyone you have invited, with their status (Pending, Active, or Expired) and when they were last active. From there you can:
Change a role
Switch a guest between Viewer and Commenter from the role dropdown. The change applies immediately, including to guests who have already accepted.
Resend an invitation
Send a fresh link to a guest whose invitation is still pending or has expired. This generates a new 7-day link.
Revoke access
Remove a guest's access to the project immediately. They are signed out and receive an email letting them know access was revoked.
Frequently asked questions
Do guests use one of my paid seats?
No. Guests are free and do not count towards your workspace's seat count, on either the Pro or Business plan.
Can a guest access more than one project?
Yes, but each project is a separate invitation. Invite the same email from each project's Guests tab to give them access to several projects.
How long is an invitation valid?
Invitation links expire after 7 days. If a link expires before it is used, open the Guests tab and resend it.
What happens when I revoke a guest?
They lose access to the project straight away and are emailed to let them know. You can re-invite them later if needed.
Can guests edit tasks or change settings?
No. Guests are limited to viewing (and commenting, if they are a Commenter). They cannot edit tasks, manage members, or change project or workspace settings.
Which plans include guest access?
Guest access is part of the Pro and Business plans. The Free plan does not include it.
Next step
Ready to try it in Gravitask?
Create a workspace, then come back to this guide when you are ready to configure the workflow.
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