External Users app is a Premium App, if you're interested in the pricing, you can check out our Pricing Page.
Using Hive's external users, you can invite individuals to collaborate on projects within Hive.
External users are limited to the actions and messages within the assigned project and do not have access to your entire workspace. Let's dive into more details on the following topics:
What permissions do external users have?
External Users Can: | External Users Cannot: |
Create Actions | Change the project settings |
Make Comments in the Action | Add/Remove members to the project |
Upload Files in the Action | Delete/Archive a project |
View all content in the project | Create a project |
Apply labels to the Action | View projects they're not part of |
Apply action card template | Access child projects (even if they have been given access to the parent project) |
Submit forms | Create/Edit labels |
Sent and receive direct and group messages in Project Group Chat | Created/Edit action card template |
Be part of an External Users Team | Create forms |
Add Time Entries in the Action | Be added to a group chat (outside of their project) |
Delete an Action | Send Direct Messages to users outside of their project (They cannot initiate conversation but if someone outside of their project messages them, they can respond) |
Link Action to a project | Create a group chat |
Create Dependencies | Submit Timesheet |
| Access Premium/Workspace Apps (Except Note & Portfolio View) |
| Access Project Overview |
How to add an external user:
*Note - External Users cannot have the same domain as a Full Access user.
For Example - Workspace with @hive.com as their email cannot invite an External User who has a @hive.com email address.
Option 1: From 'New' button
Click the New > Invite button
The Invite New Members window will open. Select the tab that says "External user."
Add the email address of the person you want to invite and select the project(s) you want to add them to. After you click send invite, they will now have access to the project you selected.
Option 2: From a project
Go to the members modal (within the project click on the project members section on the top left side of the project)
Start typing their name or email address in the 'invite' input
Choose to add them as an external user
Set their access level and click 'Invite'
Note: If you do not have access to invite new members to your Hive workspace, you will not be able to add new external users via the members modal. You will only be able to add existing external users to a new project.
How to convert an external user to a regular user
Go to your profile dropdown
Select Manage users
Select the External User tab
Find the external user in the list, select the drop-down on the right and then 'Convert to full access'
How to remove external users
From the Manage Users tab (see above)
Find the external user and select 'Remove' from the drop-down next to their name
Hide Actions from External users
To make external collaboration even more seamless, you can now toggle on a "hide action" setting on specific action cards with a few clicks. This enables total privacy for your organization while allowing you to remain on top of actions and projects.
To get started, you will first need to enable the Client Mode in project settings. To do that, go to More, then click "Enable Client Mode".
Once this feature is enabled, all actions in the project will have an external users toggle on the top of the card which indicates if the card is either private to the internal team, or visible to external users. All action cards will be private to the internal team by default.
Once the toggle is enabled, external users will be able to see and access the card.
External Users and Hive Messaging:
External Users may direct messages with users that are members of projects where they are also a member.
External Users may not be added to group chats, but they will be a member of a group chat created from a project where they are a member. To create a group chat from a project, select that option from the More menu on the project:
