Aptly is built for collaboration—but that doesn’t always mean giving everyone full access to your boards and workflows. Whether you're working with clients, vendors, or cross-functional teams, there are times when limited access is the right move. By adding a guest user, you can share only what’s necessary—specific boards or cards—while keeping your automations, templates, and sensitive information protected. It’s the best of both worlds: seamless collaboration with built-in control.
How to Add a Guest User
In order to add a Guest User, you will need to be an Admin.
How to Add a Guest User to a Board
Navigate to the Board you would like to add your Guest User to, and click the Members Icon.
Click Invite Guest.
Enter your Guest User’s information and select their Access Type.
Admin: Can access all the boards settings and invite others
Restricted: Can only access in a shared view. If you want your guest user to see more than just their assigned or mentioned cards, you’ll need to create a custom filter. See Using Board Filters for more information on how to create a custom filter.
Guest: View only access with commenting
The Guest User will be added to the Board members and receive an email inviting them to collaborate.
Where are the Guest User Invites?
Your guest user will receive an email inviting them to collaborate. They will sit in Pending Invites until they accept the invitation to join your organization. Once they do, they will then move over to the Guest Users tab.
How to Add Guest Users from Company Info & Team
Alternatively, you can also add Guest users via your Settings:
Click on your avatar to go to Settings.
Select Company Info & Team.
Select Add User.
Enter in the guest user’s information. Select Guest User from the Roles dropdown.
How to Edit a Guest User
You can also edit your Guest User’s profile by clocking the Pencil Icon. Here you can edit their personal information, role, or team(s) as well as reset their password or resend their invitation email.
What Can a Guest User Access?
Guest Users will only have access to the Boards they are directly invited to and their own Personal Task Board. They will not have the ability to add a Personal Inbox or Calendar.
Admin Access Overview for Guest Users
When granted Admin Access, your guest user will have full access to all information on the Board and Cards. They will be able to:
- Add and edit cards
- Make comments
- Modify stages
- Add and manage tasks
- Edit card fields
- Archive cards
This level of access allows for greater collaboration and control over the content, enabling your guest user to make meaningful updates and contributions.
However, it's important to note that guest users with Admin Access will not be able to:
- View, edit, or add automations, workflows, or templates
- Email, call, or send SMS messages via the Card
- Access the Dashboard or Locational object such as leases or units
These restrictions help keep important settings and features secure, while still allowing guest users to contribute to the process.
Restricted Access Overview for Guest Users
When a guest user is given Restricted Access, their view is limited by default. Here’s what they can and cannot see:
- The board will appear blank to the guest user.
- They can only view:
- Cards they are assigned to
- Cards where they are @mentioned
For Restricted Access to work, you must include a filter when added the user to a Board.