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How to invite guests to your portal?

Admin

Introduction

Guests is the best solution for those who:

  • wish to grant access to the portal to the clients,
  • need to resort to the help of freelancers/subcontractors to perform some work,
  • don't want to pay extra for the users who don't participate in the portal life etc.

ONLYOFFICE allows you to add guests granting the view-only permissions without any extra payment.

To add the needed person as a guest you can proceed in four different ways:

This guide will show you how it can be done in a few easy steps.

Create a new guest

If you have access to the detailed information of the person you wish to add as a guest, make use of the Create new guest option. To do that, access the People module and then proceed as follows:

  • click the Create New... button in the upper left corner,
  • select the Guest option from the drop-down list,
  • fill in the required fields of the Create New Profile form: First Name, Last Name and Email,
  • enter any additional information you have,
  • add a photo for the profile clicking the Add Image button below the default image,
  • click the Save button.
How to invite guests to your ONLYOFFICE? Create a new guest How to invite guests to your ONLYOFFICE? Create a new guest

The person will be added to the portal right away and will receive an invitation via email.

Import guest accounts

If you wish to add several guests at once using the contact information from different sources: Web, .csv file or mail client address book, use the Import accounts option. To do that, access the People module and then proceed as follows:

  • click the More Actions More Actions button button in the upper left corner,
  • select the Import accounts option from the drop-down list,
  • in the opened Add users to the portal window select the source you wish to import the contact information from,

    - click the Google, Yahoo button and grant access to the selected account to import the contact information from the web,
    - click the From File button and select the CSV text file option to import the contact information from the previously created .csv file,
    - click the From File button and select the MS Outlook Express CSV option to import the contact information from the previously created MS Outlook Express .csv file,

  • check the imported information displayed within the Add users to the portal window,
  • specify the person first and last name, if absent,
  • check the Add users as guests case below the user list,
  • click the Add Selected button.
How to add guests to your ONLYOFFICE? Import guest accounts How to add guests to your ONLYOFFICE? Import guest accounts

The selected persons will be added to the portal right away and will receive an invitation via email.

Invite guests

If you wish to invite each client personally instead of sending them the automatically generated invitation or quite the contrary you have no time to fill in each profile, you can make use of the Invitation Link. To do that,

  • click the Additional Options button button in the left upper corner and select the Invitation Link option,
  • check the Add users as guests case below the link field,
  • click the Copy the link link or use the Ctrl+A and Ctrl+C key combinations to copy the whole link,
  • insert and send the link to the client you wish to invite.
Do NOT forget to let them know that this sent link is valid for 7 days only.
How to add guests to your ONLYOFFICE? Invite guests How to add guests to your ONLYOFFICE? Invite guests

After the person you invited follows this link and enter his/her email, first name, last name and password he/she will be automatically added to your portal and you will be notified about a new user added.

In case you are the only user on the portal and need to quickly invite new members you can use the Invite users to portal icon Invite users to portal button and generate the invitation link. This button is available on the left side panel in each portal module.

Allow guests self-registration

If you wish any person to visit your office, configure Trusted Mail Domain settings so that anybody can access your portal clicking the Click here to join link on the Sign in page of your portal. To do that,

  • click the Settings Icon icon at the top of the page or open the Choose drop-down list next to the ONLYOFFICE logo and choose the Settings option,
  • select the Portal Access subsection of the Security section,
  • scroll down to the Trusted Mail Domain Settings section,
  • check the Custom domains radiobutton,
  • click the Add trusted domain link,
  • enter the trusted mail server in the field which appears below,
  • check the Add users as guests case below the server fields,
  • click the Save button at the bottom of the section.

From this moment any person who has an account at a specified mail server will be able to visit your office.

How to add guests to your portal? Allow guests self-registration How to add guests to your portal? Allow guests self-registration

The users added as guests will have very limited permissions on your portal. But you can always change their type from Guest to User giving extended access rights. Keep in mind that in this case they will be included into the pricing plan and if their number exceeds the maximum number allowed, you will need to change the pricing plan.

How to invite guest users to your online office
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