Managing guest users and external collaboration in monday.com
We need to give clients and external contractors access to specific projects in monday.com. How do guest users work? What permissions can they have? How do we ensure they only see what they're supposed to see?
2 Answers
Guest users are powerful when configured correctly. Guest types: 1) Guest (free) - can only see boards they're explicitly invited to. 2) Member - full access to assigned workspaces. For client collaboration: 1) Create a dedicated 'Client View' board with only the columns and items you want them to see. 2) Use 'Guest' type, not 'Member' - this restricts them to specific boards. 3) Set up 'Read-only' columns for sensitive data (like internal costs). 4) Use automations to sync updates from your internal board to the client board - keeps them informed without exposing your full project data. 5) Enable 'Guest can invite' only if you want them to add their team members. One limitation: guests can't use all features - check the guest feature matrix before planning your setup.
We use the 'Board Views' feature to create client-specific views. Create one board but multiple views: 'Internal Team View' (all columns) and 'Client View' (only Status, Description, Files, Timeline). Share the Client View link with guests - they only see what that view exposes. This is cleaner than maintaining separate boards. Also, set up a 'Client Portal' board where clients can update status and leave comments without accessing the full project board.