Guest access allows external participants—such as clients, contractors, or partners—to view and interact with your workspace or specific records without creating a Tracy account. Entry is managed via a unique link.
Guests are subject to the same roles and permission settings as regular users. You decide exactly which fields they can view or edit (e.g., only the order status and result, excluding internal comments or financial data).
The advantage of guest access over regular users is that a link can be passed to anyone on the client’s team without changing any settings. If the client’s point of contact changes—simply share the link with the new person.
To give a guest access to the workspace, create a guest user. Click on your workspace name in the sidebar, go to the “Users” section, and add a new user with the type set to Guest.
Unlike regular users, guests do not have email or system settings access; they get a unique link instead. Once opened, the link takes the user directly into the application. The session persists between visits, so there is no need to re-enter via the link every time.
To provide access to a specific record only—for example, a particular order or task—open that record and select “Manage guest access” from its context menu.
By default, guest access to a record is closed. Click “Open guest access”—a unique link will appear along with a field to select a guest user and an optional expiry field (default: 3 days). Click “Save” and share the link directly from this form.
When opening such a link, the person sees only the form for that record—without the sidebar or any other interface elements. The session is not preserved: if the person closes the app, it will not remember them between visits and will show login form next time the app is open.
Please note: a link to a specific record provides access only to that record, even if the selected guest has access to more records through their role.
Similarly to providing access to a specific record, you can share access to the record creation form. To do this, open the creation form and select “Manage guest access” from its context menu.
This is useful, for example, when you want clients to submit requests or orders on their own—without manual copying.