awork Connect - Invite your external partners
Invite external partners like agencies or clients to collaborate on your awork projects using awork Connect without additional costs
With awork Connect, you can bridge the gap between your project team and your external partners by sharing your project with external people easily, directly, and for free. Invite them to collaborate on your project with awork Connect, and you're good to go, whether they're agencies, clients, or freelancers.
𪢠Are you an external partner? Check out the awork Connect article for external users here.
How does awork Connect work?
An external user gets access to a project in another workspace. Once they accept the invitation, the shared project appears directly in their workspace. To do this, the invited person must already have a workspace or set up a free awork Connect workspace. The invitation includes all the information they need to get started smoothly.
Inviting external people: how does it work?
What are the ways to invite someone?
You can invite external people in four ways:
- Project Home: via the Teammitglieder hinzufĂźgen oder entfernen â Externe User einladen icon
- Project Home: via the Connect button in the top right
- Project Home: via Aktions-Button â Mitglieder zuweisen â Externe User einladen
- In the project settings, under Zugewiesene User â + HinzufĂźgen â Externe User einladen
âď¸Note: You can't add external people while creating a project. You need to create the project first.
đĄ Tip: If you've already invited an external person to another project, they'll be suggested automatically as soon as you enter the first few letters of their email address.
After the invitation: what happens next?
The external user receives an invitation by email, along with information on how to get started. Once they accept the invitation, they appear in the project settings under "Zugewiesene User". There, you can assign them a project-specific permission role or change it later.
You can invite as many external people as you like to a project. They'll appear in the project as soon as they accept the invitation. If the invitation isn't accepted within three days, the external person will automatically receive a reminder email. Once the invitation is accepted, the person who sent it will receive an email notification.
Manage external invitations: enable or disable Connect in your workspace
- Go to Einstellungen â Allgemein and find the "Erlauben externe Personen zu Projekten einzuladen (Connect)" button.
- If you disable this button:
- Existing external connections remain active.
- You can't send new invitations.
- You can enable the feature again at any time.
Set trusted workspaces
Workspace admins can designate external workspaces as trusted partners so that Connect invitations from those workspaces are accepted automatically.
đ Find out more about configuring Connect Trust: Connect Trust
Managing and collaborating with external people
Where can I see an overview of external people?
The "Connect" menu item in your general workspace settings lists all external people in your workspace, including which project they belong to and when they were last active. Use the three-dot menu next to a person to open the project directly or remove them from it. You can sort and group the list by last activity, project, or user. Use the search field to find a specific name, email address, project, or workspace.
What can I do with external people in a project?
When a project is shared with an external person, you can assign them to tasks in the project. You can also mention them in the activity log, both in the project itself and in its tasks. If the external person makes changes, such as changing a task's status, you'll be notified as usual according to your account settings.
What can't external people do?
- They don't appear under "User", only in the Connect overview in the settings.
- You can't select them in the Planer (workload and calendar).
- You can't add them to teams.
- You can't share task filters with them.
- You can't use them in task, project, and time report filters.
- You can't select them directly as users in automations, but you can select them by using their project-specific permission role.
- They can't schedule tasks from shared projects themselves in the calendar or planner.
Permission management
Permission roles for external users
An external person is automatically assigned a project-specific permission role (defined specifically for external users) for the shared project.
The person's general permission role in their own workspace doesn't matter, because their access is limited to this one shared project. Permissions are determined by the workspace where the project was created.
Set and change roles for external users
When you create a new project-specific permission role, you can specify whether it should apply to external users. This setting is permanent and can't be reversed.
You can't grant external people editing rights in the project details.
Hide content from external people
What content can you hide?
You can hide entire task lists or individual comments from external people. This lets you maintain clear internal communication without having to use additional tools.
To hide a comment, click the eye icon button in the comment field. When the button is active, it appears with a red background, and the comment won't be visible to external people.
To show the comment again, edit it and deactivate the button.
Show or hide entire task lists
To hide an entire task list, open the list's three-dot menu and select "Verbergen fĂźr externe User". A notice will appear above the list to show that it's hidden. To make the list visible again, open the menu and select "Zeigen fĂźr externe User". The notice will then disappear.
Can I make only certain tasks visible?
You can hide tasks completely from external people so that they only see the tasks they're directly assigned to. To do this, set the project-specific permission role so that external users don't have general task permissions. The external person will then only see their assigned tasks in the "Meine Aufgaben" tab and can access them using the "Meine Aufgaben" task filter.
Limitations of AI features
In shared projects and their tasks, invited external users can't:
- Create, schedule, or start agents.
- Mention agents in comments. Agent mentions won't be suggested in the input field.
FAQ
Can I invite my own employees to my projects through awork Connect?
You can't invite users with the same email domain through awork Connect. awork Connect is designed for working with external users. Internal users need a license in your workspace. The domain of the workspace creator is used to check this.
If you have a valid reason for wanting to invite your employees to your projects through awork Connect, feel free to contact our support team. We'll review your request individually.
Can I use awork Connect during the 14-day trial?
Yes, you can try awork Connect without restrictions during the free trial.
How can I identify external users in the workspace?
The workspace logo of an external user appears in the bottom-right corner of their profile picture. All project members can see the external person.
Can a person with a full awork license be converted to an external user?
No, internal users can't be converted into Connect users.
How does awork Connect work if, for example, my clients don't use awork yet?
Your clients will receive an invitation by email and then be asked to sign up for awork and create their own workspace, where the shared project will appear.
Can external people access the planner?
Yes, but they'll only see themselves as a user, along with the shared project and their own projects. They can't schedule tasks or projects.
Is awork Connect available automatically, or do I need to add it to my plan?
awork Connect is available to all awork customers, regardless of their plan. You don't need to add it to your plan, and there are no extra costs. The Erlauben externe Personen zu Projekten einzuladen option must be enabled in the workspace settings. You need admin permissions to do this.
Can the external person see all the other users in the shared project?
Yes, external users can see all project members.
Do automations work with external people?
You can't select external people as individual users in an automation. However, you can select external users by using their project-specific permission role.
Can external people be included in API integrations?
External people are listed when you create an integration through our API, so you can select them. They're also marked as "external".
Can I share as many projects as I like with an external person?
You can invite external people to as many projects as you like.
Where are the external person's time entries recorded?
Time is recorded in the workspace where the shared project was originally created. This is the inviting workspace.
Can the external person view their recorded time in "Zeitauswertungen" in their own workspace?
The external person can see their own time entries under "Zeiten" in the left-hand menu, but not in the time reports.
Can other users record time for external users?
No, only external users can record their own time. Other users can't create time entries for Connect users.
How is data privacy ensured?
We can ensure data privacy because external users aren't connected to the entire workspace, only to the project itself.
Does it cost anything to add external users to the workspace?
No, awork Connect is included as a feature in all plans and doesn't incur any additional costs.
Who can invite external people?
People with editing rights on projects can add external people to projects.
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