Guest access lets admins give clients and other third parties, such as auditors, read-only access to specific projects in their Onetrace account. Guests can view key information at their own pace and download the reports they need, without being able to make edits in the desktop or mobile app.
Guests can't view or export sensitive data, such as client costs or material pricing.
Using Onetrace as a guest
What can guests access in Onetrace?
Projects
Admins invite guests to specific projects within their organisation, and can send invitations or remove access at any point in the project timeline — access changes take effect within seconds. Guests can see the names of the clients on projects they're invited to.
Guests can also scan QR codes via the projects tab in the mobile app to access project details, including location details, linked job sheets, submitted forms, and work history, provided these items have been shared with them.
Approvals
Guests can be included in approval stages for job sheets, with approvals set up on a project-by-project basis to match client or auditing requirements. For a basic process, or one you'll repeat across projects, add approvals directly to forms and project templates.
Guests' participation in approval stages can influence a job sheet's status.
💡 Learn more about Approvals
Reports
Guests can run reports within projects they have been invited to. This includes both PDF and Excel reports; they will not be able to make any changes to the form the report has been run from or the original job sheet.
However, they cannot access or export sensitive data such as client costs or material pricing.
💡 Learn more about how to run reports in Onetrace
Documents and files
Assign documents to guests that require their signatures or attention, reducing back-and-forth communication. Choose which file folders you would like guests to view and access by switching the folders to private. This only applies to file folders and not signed docs folders.
💡 Learn more about Signed Docs and files
Invite guests to Onetrace
How to add a guest to your organisation:
Navigate to Settings in the bottom left-hand corner of your screen
Select Guests in the left-hand sidebar
Click on the + Invite Guests button
Add the email for your guest
Select the projects you would like the guest to access
Click Add Guest button to send an invitation email to the guest so they can start accessing projects within Onetrace
Add a guest to a project
How to add a guest to a project:
Navigate to Projects in the left-hand sidebar of your screen
Select the project you would like to add a guest to
Click on the Members button in the top right-hand corner
Choose the Guest tab
Select the guests from the dropdown list or create a new guest using the button at the bottom of the modal
⚠️ Only owners or admins can add guests to Onetrace
Managing guest roles
Limitations of guest users
Guests can't create or edit jobs or job sheets.
Guests can't view or export client costs or material pricing data.
Guests without access to a project can't view any of its data.
Converting users to guest roles
If a user no longer needs full access but still needs read-only visibility of projects and jobs, convert their account to a guest role. This keeps their access to shared information while removing their ability to edit data.
Deleting users
You can safely delete the accounts of users who no longer need access — their previously synced work stays intact.