A Guest Can be Your Supplier, subcontractor or Service Technician
- A guest is a user designated for someone outside the company, such as an external contractor.
- Typically, this includes suppliers or service technicians.
- A guest only has access to the extranet, a separate area where you grant them access.
- They can only see the pages they are invited to.
- For example, they might only see information related to a specific project or order.
- You can set what information (details) the guest can see for each record in the extranet settings.
- You can assign tasks to the guest.
What a guest can see
- Notifications about current situation: In the notifications overview, they will find all alerts related to tasks or planned activities.
- Shared information and documents: Such as photos, plans, and other materials.
- Tasks assigned to them and work orders.
What can a guest do?
- Submit requests: They can submit requests to the company.
- Add attachments, documents, photos: They can upload any attachment, file, or image, including documents or photos.
- Confirm activities: They can confirm the completion of planned activities and tasks.
- Add notes: They can add notes.
How to Enable and Set Up Guest Access
- Access is set up individually for each organizer, allowing you to protect your information.
- In organizers where the extranet is enabled, managers can share specific items.
1. Enable and Configure the Extranet for Each Record:
- Enable and configure the extranet in the record.
- The system administrator decides which records guests can access and what they can do.
- See how to set what a guest can do.
2. Create Guest Users:
- You need to create user accounts for guests so they can log in.
- Add new guests as users.
- See how to add a new guest.
3. Managers Can Invite Guests to Specific Items:
- Within the records, managers can invite guests to specific items, such as a particular project, tool or machine.
- Managers grant access to specific items by inviting the guest and sharing the item with them.
- See how to share an item with a guest.
Guest Licensing Information
- There is no individual user fee for guests (external users).
- The company pays for a package that covers a certain number of guests.
- Packages are available in increments of 10, 20, 50, 100, 200, 300, and then in additional increments of 100 guests.
- This allows you to easily adjust your subscription as the number of guests grows or changes