Guest access

Learn how to invite guests to collaborate on content in your Whimsical workspace. Perfect for clients, or others outside of your workspace.

What is a guest?

A guest is someone you invite to specific files or folders in your workspace. On the Starter Plan, you can add up to 5 guests per file or folder, but they can only view and comment on the files you've shared. There is no edit access for guests.

On the Pro Plan you can give guests view, comment or edit access. You can invite unlimited view-only guests and up to 10 guests per file or folder with edit and comment access. Plus, if you have over 10 editors in your paid workspace, the guest limit increases with your paid seats. For example: If you have 20 editors, you can invite 20 guests with edit and comment permissions per file or folder.

Inviting new guests to a file

To invite a new guest, open the file or folder you want to share and click Share at the top-right corner. Enter their email address > choose if you want them to edit, comment or view > click Invite. At this point you can add additional guests, or a custom message that will appear in the invite email.

What do guests see?

Your guest will receive an invite from hello@whimsical.com with your name, the file or folder name, and any message you included in the invite. From here they can sign up or log in to a free Whimsical account.

Once they’ve logged in, they'll see the name of your workspace and the files or folders where they have been invited as a guest. They will not see any other content from your workspace.

What can a guest do?

Guests invited to a single file will only have access to that specific file.

Guests invited to a folder can:

• access all files in that folder.
• print, export, or copy files from that folder.
• share links to the files from that folder - these links will respect the access settings you have defined.
• add and delete files (if they have been added as an editor).

Guests invited to a file or folder cannot:

• access file or folder permissions.
• change default permissions.
• add and remove other guests.

For files within a folder, you'll see that the guest permissions are inherited from the parent folder:

Managing existing guests in a file or folder

To see and manage guests in a file or folder, click Share at the top-right corner. From here, you can adjust their level of access depending on your Plan. Choose from:

• can view
• can comment
• can edit (Pro Plan)
• or you can remove them completely.

Managing all workspace guests

To see all guests in your workspace, go to Manage guests, which you’ll find in the menu under your workspace name in the top-left corner.

From here you’ll see a list of all guests, and the files or folders they’ve been added to. You can easily promote them to a workspace viewer, or editor. Or, remove them from the workspace.

Leaving a workspace as a guest

If you want to leave a workspace you've been invited to as a guest, click the workspace name at the top-left corner > Leave [Workspace name].

To leave individual files or folders, click Shared With Me > right-click on the file or folder > Leave File or Leave Folder.