Guest Roles and Guests

You can provide guest access to your customers if you want to share some project information with them such as project Gantt charts, project outlines, or invoices, for example. Guests are customers who are able to log into OpenAir and view the application data that is associated with them.

Guests are stored as Employees in the OpenAir database. The Demographic form for guests is similar to the Demographic form for employees — many of the fields and settings are the same. However, guests must be assigned a guest role. You will need to create a guest role before you can add a guest user. You must also select the appropriate Customer in the Employee is this Customer dropdown when adding a guest user.

Guest role settings include the following: Guest can view Project Gantt charts, Guest can view Project outlines, Guest can view task details in Gantt/outline views, Guest can view Invoices, Guest can view Workspaces, and Guest can customize lists.

To create a guest role:

Go to Administration > Global Settings > Users > Guest Roles.
Click the Create Button and select New Guest role. The New Guest Role form appears.
Enter the Role name. Check the boxes for all permissions you want to grant guest users with this role.
Enter any Notes, if desired.
Click Save.

To add a guest user:

Note:

You need to create at least one guest role before you can add a guest user. You will not be able to save the New Guest form if you are not able to assign a role to the user.

Go to Administration > Global Settings > Users > Guests.
Click the Create Button and select New Guest. The New Guest form appears.
Enter the Employee ID. Select a role and a customer from the Role and Employee is this Customer dropdowns, respectively.
Enter and confirm a password for the user. Check the Force a password change box to ensure the guest user changes password when logging in to OpenAir for the first time.
Click Save.
Go to the Filter sets tab.
Select any applicable filter sets.
Click Save.