Guest access allows admins to provide their clients with access to their Onetrace account and read-only access to specific projects. This allows the guest to view key information at their own pace and download the reports they require themselves.
Guests are not able to make edits within the desktop or mobile app. Guests typically include clients or third-party members such as auditors.
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 on 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
What can guests do in Onetrace?
Projects
Invite guests to specific projects within your organisation. Invitations can be sent at any time during the project timeline, and access can also be removed within seconds. Guests can view the name of the client in projects they are invited to.
Approvals
Guests can be included in approval stages for job sheets. Approvals can be set up on a project-by-project basis, depending on the client or auditing requirements. For a basic approval process or one that you are going to repeat for different projects, you can add approvals to forms and project templates.
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.
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.