Guest Access

Share boards with clients without giving full access

Help Topics

Guest Access

Invite clients or stakeholders to view your boards without giving them full team access. Guest access is free on all plans. This is especially useful for agencies managing client work.

What is Guest Access?

Guests are external users (like clients) who can view boards and add comments, but can't create or edit tasks.

Guests CAN
  • View the board and all tasks
  • View task details and descriptions
  • Add comments to tasks
  • Receive email notifications
Guests CANNOT
  • Create or edit tasks
  • Move tasks between columns
  • Track time
  • Access reports or settings

Inviting a Guest

Invite clients or stakeholders to view a specific board.

  1. Open the board you want to share
  2. Click the "Share" button in the board header
  3. Enter the guest's email address
  4. Select "Guest" as the access level
  5. Click "Send Invite"
  6. They'll receive an email with a link to view the board

What Guests See

When a guest opens the board, they see a read-only view.

  • The board with all columns and tasks
  • Task cards with names, assignees, and tags
  • Task details when they click a card
  • Comments on tasks (and they can add their own)
  • A banner indicating they're viewing as a guest

Managing Guests

View and remove guests from your boards.

Viewing Current Guests
  1. Open the board
  2. Click "Share"
  3. See a list of everyone who has access
  4. Guests are marked with a "Guest" badge
Removing a Guest
  1. Open the board
  2. Click "Share"
  3. Find the guest in the list
  4. Click the remove icon next to their name
  5. They'll immediately lose access to the board

When to Use Guest Access

Client Projects

Let clients see progress on their project without needing to send status updates.

Stakeholder Updates

Give executives or stakeholders visibility into project status.

Feedback Collection

Let clients comment on tasks to provide feedback directly on work items.

External Collaborators

Give contractors or freelancers view access to coordinate work.

Guest Access is Free!

Unlike team members, guests don't add to your subscription cost. Invite as many clients as you need at no extra charge. See our pricing page for full details.

Frequently Asked Questions

How many guests can I invite?

There's no limit on guests. Invite as many clients, stakeholders, or external collaborators as you need. Guest access is completely free on all plans, including the free Solo plan.

Can guests see time tracked on tasks?

No, guests cannot see time entries. They can view task details, descriptions, and comments, but time tracking data is only visible to team members with full access.

Can I convert a guest to a team member?

Yes. If you want to give a guest full access to create and edit tasks, you can upgrade them to a team member. This will add them to your subscription at the per-user rate.

Can guests access multiple boards?

Yes, you can invite a guest to as many boards as you like. Each board invitation is separate, so you control exactly which boards each guest can see.

Do guests need to create an account?

Yes, guests need to create a free Task Board account to access shared boards. This ensures security and allows them to receive notifications about updates and comments.

Need help?

Contact us at help@task-board.io - we typically respond within a few hours.