Guests, internationally referred to as Guest Accounts, are free accounts intended for external users – typically clients or vendors. Each Business team can invite up to 100 Guests to Freelo. A Guest can participate in up to 2 projects without the need to purchase additional licenses. You can invite and manage Guests in the Business Panel > User Management section.
The Guest feature helps you:
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Keep costs under control (no need to pay for licenses for your clients),
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Involve clients directly in task execution,
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Protect sensitive data through strictly limited permissions.
Who can manage Guests
Only the following users can invite someone as a Guest:
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Company Captain or any Project captain with a Business plan or active Business trial.
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The company must have at least one verified company domain (set this up in Business Panel > Security > Domains). Check out the detailed guide on verifying a company domain.
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The Guest’s email cannot come from a verified company domain, to clearly identify them as an external person/client. For example, at Freelo, a Guest cannot have a registration email ending @freelo.io.
You can easily filter Guests in the Business Panel under Users > Guests tab.
How to Invite and Manage Guests
1. Individual Settings for an Existing User
You can convert an already invited user, someone you are currently paying a license for, into a Guest.
Go to Business Panel > User Management > Guests.
On the user’s row, click the three-dot menu and select Set roles. In the following window, choose the Guest role, select up to 2 projects the user will have access to, and click Save roles.
2. Bulk Invitation of New Guests
You can invite a new user directly as a Guest via Business Panel > User management by clicking the green + Add User button.
In a modal window switch to the Guests. Enter the email addresses of the Guests and select up to 2 projects or select from already invited users. Confirm by clicking the green Invite users button.
If you select more than two projects, a warning will appear and the process cannot be completed.
3. Editing a Guest in a Specific Project
You can access Guest settings from the Users section within a given project via To the guest settings. A modal window will appear where you can switch a user from the Guest role to a regular invited user. This action will redirect you to User management.
Within a project, you can also restrict a Guest’s access to specific To-Do lists only.
4. How to Remove a Guest from a Project
A Guest can only be removed by a Captain or Company Captain in the Business Panel > User Management > Guests section. From the three-dot menu next to the user, select Set roles or Delete (this will remove the user completely). A Guest cannot remove themselves from a project. This role is fully managed by Captains.
A Guest can be invited to a maximum of 2 projects. If you select more than two, the system will display a warning and it will not be possible to save the settings.
What a Guest Can Do
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Create new tasks, subtasks, and checklist items.
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Assign assignees and set task/subtask due dates.
- Comment and participate in discussions.
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Upload files, voice messages, and screen recordings to task discussions.
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View task/subtask labels.
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Change task/subtask priority.
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Customize their email and app notifications and set up their profile.
Limits and Conditions
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One Guest can be invited to a maximum of 2 projects.
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Under one Project captain, up to 100 Guests can be invited.
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Guests do not count toward licenses and are free of charge.
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If you try to add a Guest to 3 or more projects, a warning will appear, and the action will be blocked.
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Guests can only be added after the company domain is verified and with explicit confirmation that the user is an external person/client.
Frequently Asked Questions
Can I turn a Guest into a full team member?
Yes. Simply change their role in the Business Panel to another predefined or custom role. From that moment, this user will have a full paid license.
What happens if a Guest exceeds the two-project limit?
A message will appear with a link to activate a Business license. The Guest will not be added to a third project.
Can a Guest track time on their own projects?
Yes. The limitation applies only in the Captain’s projects where they are invited as a Guest.
Can I use Guests for internal colleagues?
No. When inviting, you must confirm that the person is an external user or client. In case of misuse, we may block the account.