Guest Access

If you would like to invite a guest who is not a part of your workspace, or has never been invited as a guest to access any other content in your workspace, you can do that in a couple of ways.

In this article:

Adding Guests

Inviting New Guests

If you would like to invite a guest who is not a part of your workspace, or has never been invited as a guest to access any other content in your workspace, you'll be able to invite them via email.

At the bottom of the sharing permissions modal, you'll see a drop-down menu where you can enter their email address and select what type of access you want your guest to have: View, Comment, or Edit.

Sharing Additional Files with Guests

After your guest accepts their invitation and creates a Whimsical account, in the future you'll be able to add them by typing their email or their name. You'll see the button changes to Add in the modal.

Adding Workspace Members as Guests

If you need to add a Workspace member to a single file as a guest, you'll be able to enter their name or email to bring up the add dialogue.


What You See Once a Guest is Added to a File or Folder

After you add the guest, you'll see the access icon update.


What Guests See

Your guest will receive an email from hello@whimsical.com with an invite to the file that will show your name, the file name, and links to click so they can sign up or sign into a Whimsical account.

The email address you signed into your Workspace with will be the Reply To address, so you'll be able to help your guests get signed in and ready to go.

New Guests

If your guest is new to Whimsical, when they follow this link they will be prompted to create an account. After they create an account, they'll be taken to the file you shared.

If a user is already a member of your Workspace, or if you have already shared another file from this Workspace with your guest, the link will bring them to it.

On the sidebar they'll see the name of your Workspace and the files where they have been invited as a guest. They will not see any other content from your Workspace.

The guest will be able to rearrange the order of the files and folders that they have access to in the left sidebar.


Changing Guest Permissions

If you want to change the level of access a guest has to a file or folder, click on the access icons to the left of the avatar & use the drop-down menu to adjust permissions:


Removing Guests

To remove a guest from a folder or file, go the access icons to the left of the avatar, and select Remove from the drop-down menu next to the guest you would like to remove.


Does Adding Guests Cost Anything?

Guests are free of charge for all Whimsical workspaces - free and paid. There is no additional cost to adding guests.


How Many Guests Can I Add?

While adding guests is free of charge, there's a limit on how many guests can be added:

  • Free Plan - Limit of 10 guests per file or folder

  • Paid Plan, 1 - 10 Editors - Limit of 10 guests per file or folder

  • Paid Plan, 11+ Editors - The guest limit per file or folder increases with your paid seats. Example: If you have 22 editors, you can invite 22 guests per file or folder.


What Are Guests Allowed To Do?


Guests Permissions in a File

If you invite a guest to edit a single board or doc, they will have access to only that specific board or doc.

Guests invited to a single file cannot:

  • access file or folder permissions

  • change default permissions

  • add/remove other guests

  • share or embed

Guests Permissions in a Folder

If you invite a guest to edit a folder, the guest will be able to:

  • edit all existing files in that folder

  • add new files

Guests invited to edit a folder cannot:

  • access a file or folder's permissions

  • change default permissions

  • add/remove other guests

  • share or embed

To quickly check the current level of access for a file or folder, hover over the access icons on the left side of the avatar:

Click the icon to view more information or make changes. For files organized within a folder, you'll see that the permissions are inherited from the parent folder.

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