awork Connect for external users

🪢 Would you like to invite your external users and collaborate with them? Then take a look at the awork Connect article here.

With awork Connect, a person gains access to a project from another workspace. The invited person joins as an external user and can see the shared project directly in their workspace. A workspace must exist; if not, one can be created for free. The invitation also contains instructions on how to use awork Connect and the next steps to get started.

External users receive an invitation link via email. If they already have an awork account and workspace, the shared project will appear directly there.

If they have multiple workspaces, they must choose which workspace the project should appear in. This choice cannot be changed later. If a change is necessary, the admin can remove the external user and invite them again, but this is only recommended as long as the user has not been actively involved (e.g. assigned to tasks), since otherwise data may be lost.

External users without an active awork subscription automatically receive the Basic Connect Plan. This plan is free and includes almost all features of the Basic plan, except for the data importer. They can have unlimited external projects but may only create one of their own projects. Users who need more projects can start a 14-day trial of the Professional Plan. After the trial ends, they can either return to the Basic Connect Plan or subscribe to a paid plan.

If an external project is shared with someone who has already used the 14-day trial or previously had a subscription, the project cannot be accessed in their old workspace directly. In this case, there are two options: either the person creates a new workspace in the free Basic Connect Plan, or they activate a paid subscription in their old workspace.

Standard search criteria apply to content in your own workspace that is not part of external projects. As an external user, you can also find content from any other projects you have access to using the search function. More about this in a separate article.

As an external user, you have several collaboration options. You can mention project members in comments, create your own project, and create as many private tasks as you need. Private tasks are only visible to you, and you cannot add other users. You do not have access to external project settings.

Time tracking and planning have specific rules for external users. All time entries are recorded in the workspace that invited you. You can see your tracked time under the “Times” menu, but not in time reports. External users do not have access to the workload. Tasks can be added to your personal calendar, but this does not affect the original workspace where the project resides.