Beginner
How to invite external collaborators on Monday.com
Quick Answer
Invite external collaborators on Monday.com by accessing the board settings, clicking the 'Invite' button, entering their email addresses, and setting appropriate permissions. You can control whether they have view-only or edit access to specific boards.
Prerequisites
- Admin or board owner permissions on Monday.com
- Valid email addresses of external collaborators
- Understanding of your organization's security policies
- Access to a paid Monday.com plan that supports guest users
1
Navigate to the board you want to share
Open Monday.com and select the specific board where you want to invite external collaborators. Click on the board name from your workspace dashboard to access it.
Tip
Make sure you're working with the correct board as permissions are set per board, not workspace-wide.
2
Access the board sharing options
In the top-right corner of your board, locate and click the Invite button (usually appears as a person icon with a plus sign). This will open the invitation dialog box.
3
Enter external collaborator details
In the invitation dialog, type the email address of your external collaborator in the Enter email or name field. You can add multiple email addresses by separating them with commas or pressing Enter after each email.
Tip
Double-check email addresses to avoid sending invitations to wrong recipients.
4
Set permission levels
Click the dropdown menu next to each email address to set permissions. Choose from:
- Viewer - Can only view the board
- Member - Can edit items and add comments
- Owner - Full control including board settings
Tip
Start with minimal permissions and increase access as needed for security purposes.
5
Add a personal message (optional)
In the Add a message field, include a brief explanation of why you're sharing the board and what you expect from the collaboration. This helps provide context for external users.
6
Configure guest access settings
Before sending, click Advanced settings to specify:
- Board access duration
- Whether guests can see other board members
- Export permissions
Tip
Consider setting an expiration date for external access to maintain security.
7
Send the invitation
Review all settings and email addresses, then click Send Invite. The external collaborators will receive an email invitation with instructions to access the board.
Tip
Follow up with collaborators to ensure they received and can access the invitation.
8
Monitor and manage external access
Go to Board Settings > Permissions to view all collaborators and modify their access levels. You can remove external users or change their permissions at any time from this section.
Tip
Regularly review external collaborator access and remove users who no longer need board access.
Troubleshooting
External collaborator didn't receive invitation email
Check if the email went to spam folder, verify the email address is correct, and try resending the invitation. Some corporate email systems may block external invitations.
Cannot invite external users option is grayed out
Verify you have admin or board owner permissions, and confirm your Monday.com plan supports guest users. Basic plans may have limitations on external collaborators.
External collaborator can see more boards than intended
Check workspace-level permissions in Admin > Users. Ensure the collaborator is added as a guest to specific boards only, not as a workspace member.
External collaborator cannot edit items despite having member permissions
Verify column permissions are set correctly and check if any board automations or restrictions are preventing edits. Go to Board Settings > Board Permissions to review detailed access controls.
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