Guests: working with your client

A guest is a person from outside your organization, usually on your client’s side, who works with you in a project. Guests are free and unlimited, need no password and see only their own tasks.

Before the first guest: accept the DPA

When you invite guests, your company puts its client’s personal data into assign2me. So before the first guest is invited, an Administrator accepts the data processing agreement (DPA) in the app with one click. The app records the version, the date and who accepted it, and gives you a PDF with your organization’s details. When a new version of the DPA comes out, an Administrator accepts it again before the next invitation.

Inviting a guest

Any project member can invite a guest, from a task or from the project. You fill in one field, the guest’s email, and choose the guest’s language, Polish or English, independent of your organization’s language.

• An invitation from a task shares that task with the guest.
• To share more tasks later, click Share with client in the task, or in the project’s Open items with the client view.

A guest also sees every task assigned to them.

A guest’s email cannot be in the email domain of any member of your organization, and a member cannot also be a guest of the same organization. If you try, the app suggests inviting the person as a member. Guests are for your clients, not free seats for your own team. If you have more than 5 guests per paid member, Administrators see a reminder that regular co-workers should be members. Nothing is blocked.

How a guest signs in

The guest gets an email with a sign-in link. The link works once and for 30 minutes. After that the guest stays signed in for up to 30 days of inactivity. They can set a password later, but they don’t have to. If the guest already has an assign2me account as a member of any organization, they get no link: the email takes them to the guest area, where they sign in as usual, with their password or Google or Microsoft. On first sign-in the guest accepts the Terms and the privacy notice, and only then sees tasks.

If the link has expired, the guest enters their email on the For clients page, or in the app, and gets a new one. The answer is the same whether or not the address has access, so nobody can use the form to check who your clients are.

What a guest sees

After signing in the guest sees one list, Waiting for you, grouped into: waiting for them, in progress at the supplier, and closed. Each task shows the company and project name, the due date and how many days it has been waiting. A guest invited to several projects, even by different companies, sees all their tasks on this one list. It works on a phone too.

A guest sees only the tasks assigned or shared with them, with their comments, files and subtasks. A guest does not see:

• the member list,
• other tasks, sections and summaries,
• the project history or code status from GitHub and GitLab,
• other projects of your organization.

What a guest can do

A guest can	A guest cannot
Comment on their tasks	Change due dates (they propose a new one in a comment)
Close their own tasks	Create tasks for other people
Add files and subtasks to their own tasks	See or change anything outside their tasks

Waiting on the client, waiting on us

Every task can show who it is waiting for: us, the client or a third party, with a counter of days in that state next to the waiting time. A task assigned to a guest is automatically “waiting on the client”. When you assign it back to a member, it switches to “waiting on us”. Each change, manual or automatic, goes into the task history.

The Open items with the client view in a project lists the “waiting on the client” and “waiting on us” tasks, oldest first. Guests see only the tasks assigned or shared with them in it. You decide which “waiting on us” items your client sees by sharing them. For those tasks you and your client see the same thing.

Weekly email to guests

Once a week each guest gets an email with the tasks waiting for them, with the number of days, and the tasks you closed that week. The guest can turn it off with one link. No email is sent when there is nothing to show.

Managing guests

Administrators see all guests on one list: email, projects, invitation date and last visit. Removing a guest from a project takes their access away on their next request. Archiving a project ends the access of its guests.

Guests are not members: they are not billed and don’t count in the team summaries (Billing). Files that guests add count towards your organization’s 2 GB attachment limit, 25 MB per file.

Data protection

Your company is the controller of your guests’ personal data, and assign2me processes it on your behalf under the DPA. More in GDPR and your data and in the Privacy Policy.