Guest Access allows organizations on Enterprise plans to securely share specific views (e.g. Sheet, Kanban, Gallery, Forms) with people outside their workspace.

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**What is Guest Access?**

Guest Access lets you publish selected views and invite external users without requiring them to have a full account in DataLexing. Unlike other types of sharing (public or password-protected), Guest Access requires users to log in with their email and a one-time code. When a view is shared by email, each guest becomes visible in the Admin Panel as a distinct user. This enables fine-grained permission control and audit tracking.


## **Why use Guest Access?**

* Enable external collaborators (partners, clients, students, citizens) to interact with specific data.

* Reduce license costs by avoiding full accounts for occasional users.

* Maintain security by knowing exactly which guests joined and what they did.

* Provide flexible control: read-only, editable under conditions, or limited submissions.

* Support workflows in government, education, or enterprise scenarios (e.g. form submissions, limited editing rights, feedback collection, updating applications).

## **How does it work?**

* **Access methods:**

  * **Email authentication** – guests log in using their email and receive a one-time verification code.

  * Admins may allow *all emails*, restrict to *specific addresses*, or restrict to a *domain*.

* **Permissions:**

  * Guests can be restricted to only relevant rows (based on *Created By*, *Email* or *Collaborator* columns).

  * Editing can be allowed, fully blocked, or conditional (e.g. for those with status = “waiting”).

  * Record creation can be limited to a number per user, with automatic reset cycles (weekly, monthly, quarterly, yearly).

* **Administration:**

  * Admins manage Guest Access in the **Publish** tab of a view.

  * In Enterprise workspaces, a **Guests tab** appears in the Admin Panel with a list of all guest accounts and their assigned views.

  * Activities are tracked in the **Audit Log**.

* **User experience:**

  * Guests open the shared link, enter their email, and confirm with a one-time code (no full login screen).

  * They see the shared view plus a simplified sidebar with navigation between shared views, workspace switcher, Help Center, and logout.

  * When allowed, they can add or edit records via **Add row**.

### **Notes**

* Guest Access is available only for **Enterprise plans**.

* Mobile access is supported but now may still have limited coverage due to ongoing development.