Guest users in Vani allow you to collaborate with people who are not regular members of your organization. You can add users as guests from Org settings and then give them access to specific Spaces when needed.

Guest access helps you work with clients, partners, reviewers, or stakeholders without adding them as full team members. Their access is limited to the Spaces shared with them and depends on the permissions assigned.

What are guest users  

Guest users are users who are added to your organization with the Guest role. They are not regular team members, but they can be given access to specific Spaces.

This is useful when you want someone to review, contribute to, or view a Space without giving them broader access to your organization. For example, you can add a client as a guest and give them access only to the project Space they need to review.

Guest users do not get access to all Spaces, team settings, billing, policies, or admin-level controls. They can only access the Spaces they are added to.

How guest access works  

Guest access in Vani works in two steps. First, the user is added as a guest in Org settings. After that, the guest can be added to a specific Space.

When a guest is added to a Space, they can open and interact with that Space based on the permission given to them.

Depending on the permission assigned, guest users may be able to:

• View the Space

• Comment on the Space

• Edit the Space

• Access only the Spaces they have been added to

Their access does not extend to other Spaces or organization settings.

Control guest user permissions  

Super Admins and Admins can manage guest users from Org settings. They can add users as guests, view guest users, and manage their status.

Space owners or users with the required permission can add guest users to a Space and assign the appropriate access level based on the need.

Guest permissions help you control what a guest user can do inside a Space, such as whether they can only view the Space, comment on it, or edit it.

These controls help teams collaborate with guests while keeping organization-level access and other Spaces protected.

Where to manage guest permissions  

To manage guest users:

• Click your team or organization name in the top-left corner.

• Open Org settings.

• Go to the Users tab.

• Select the Guests filter or tab to view guest users.

• Use the Invite users option to add a new guest user.

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• Open the Space.

• Click Share.

• Add the guest user by name or email address.

• Choose the required permission level for the guest.

Once added, the guest user can access only that Space based on the permission assigned.

Important considerations  

• Guest users do not become regular team members.

• Guest users must be added to the organization before they can be added to a Space.

• Guests can access only the Spaces they are added to.

• Their access depends on the permission assigned in the Space.

• Guests cannot access Org settings, team settings, billing, or admin controls.

• Admins and Super Admins can manage guest users from Org settings.

Note: If you do not see guest user options, you may not have the required admin permission to manage users in the organization.

Best practices  

• Add users as guests when they only need limited access.

• Give guests access only to the Spaces they need.

• Choose the lowest permission level required for their role.

• Review guest users regularly and remove access when it is no longer needed.

• Use regular member roles for people who need ongoing access across the organization.