How to manage guest users and permissions in monday.com?
We're an agency managing 15+ client projects in monday.com. We want clients to: • See their project status (view only) • Comment on items • Upload files for review • NOT see other client boards • NOT see internal pricing, costs, or team notes The guest user system seems complex. Questions: 1. How do guest users count toward our seat limit? 2. Can I hide specific columns from guests? 3. Can guests access dashboards? 4. What's the best way to structure boards for guest access? 5. Are there security risks I should worry about?
2 Answers
I manage guest access for a 200-person org with 50+ external guests. Here's the complete guide:
Guest user basics: • Guests DON'T count toward seat limits (huge cost saver) • You can invite unlimited viewers on Pro/Enterprise plans • Guests can be 'viewers' or 'members' of specific boards • They only see boards they're explicitly invited to
Hiding columns from guests: • Use column permissions (Enterprise feature) to restrict visibility • On lower plans, create a separate 'Client View' board that mirrors only the columns you want shared • Use the 'Shareable Board' type — designed for external sharing
Dashboard access: • Guests CAN access dashboards if given permission • Create client-specific dashboards showing only their boards • The 'View Only' permission prevents any modifications
Best structure for agencies: 1. Internal board: Full project details, costs, team notes 2. Client board: Milestones, status, files (Connected/Mirrored from internal) 3. Automate: When internal status changes, mirror to client board
Security tips: • Enable 2FA for all accounts • Review guest access quarterly • Use the Activity Log to monitor guest actions • Never put pricing data on shared boards
One critical security tip many agencies miss: Board names are visible in the workspace sidebar.
If you name a board 'ClientX - $50K Website Project,' guests might see other board names in navigation. Use generic names or create a dedicated workspace per client.
My agency setup: • Workspace per client (Enterprise) or Group per client (Pro) • Client board = shareable, curated view • Internal board = all the messy details • Mirror columns connect them without exposing sensitive data
Gotcha: Updates/comments are visible to all board members. Train your team not to leave sensitive internal notes on shared boards. Use a separate 'Internal Notes' column that's hidden from guests.