Request Internal Users or Approve External Users as Guests
Requesting and Approving Guest Users Through Base Connect
Context:
Base Connect enables cross-organization collaboration by allowing you to share records with external partners. Once a Base Connect connection is established between two organizations, you can request that your internal users be granted guest access in the connected organization, or approve external users as guests in your organization. This two-way guest access enables seamless collaboration while maintaining security and permission boundaries.
Enabling Cross-Organization Collaboration
The Challenge:
When working with external partners through Base Connect, you often need specific team members from both organizations to have access to shared records. Your organization might want certain users to access the connected organization's Base instance to view jobs, invoices, or projects. Similarly, the connected organization may request that their users have guest access in your Base instance. Managing these guest access requests efficiently ensures smooth collaboration without compromising security.
Base's Solution:
Base Connect provides a streamlined workflow for requesting and approving guest users. Once a connection is established, you can request that your internal users be granted guest access in the connected organization. The connected organization's owners and admins receive notifications and can approve or manage these requests. This two-way system ensures both organizations maintain control over who has access to their data.
Understanding the Guest Request Workflow
Two Types of Guest Requests:
1. Requesting Your Internal Users as Guests:
You request that users from your organization be granted guest access in a connected organization
The connected organization's owners/admins receive notifications
They can approve these users, who then become guests in their Base instance
2. Approving External Users as Guests:
A connected organization requests that their users have guest access in your organization
You (as owner/admin) receive notifications about these requests
You can approve these external users, who then become guests in your Base instance
Guest Access Characteristics:
Read-Only by Default: Guests can only be assigned "Read" permissions—they cannot edit or administer records
Scoped Access: Guests only see records they're explicitly granted access to (via watchers or collaborators)
Module-Specific: Permissions are configured per module (Jobs, Invoices, Expenses, etc.)
Secure: Base automatically enforces guest limitations and maintains audit trails
Step-by-Step Guide: Requesting Your Internal Users as Guests
1. Establish Base Connect Connection:
First, ensure you have an active Base Connect connection with the external organization
The connection must be accepted by both organizations
See How to Connect an External Company for details
2. Navigate to the Connected Company:
Go to the Companies section in Base
Find the company that has the Base Connect connection
Connected companies are indicated by a connection status or badge
Click on the company name to open company details
3. Access Guest Request Options:
In the company details, look for the "Base Connect" or "Connection" section
Find the option to "Request Users as Guests" or "Request Guest Access"
This opens the guest request interface
4. Select Users to Request:
You'll see a list of users from your organization
Select the users you want to request as guests in the connected organization
You can select multiple users at once
Only active, non-archived users will appear in the list
5. Submit the Request:
Review your selected users
Click "Request Guest Access" or "Send Request"
Base will:
- Add these users to the connection's requestedUsers list
- Send notifications to owners and admins in the connected organization
- Send email notifications (if enabled) to the connected organization's admins
6. Wait for Approval:
The connected organization's owners and admins will receive notifications
They can approve or manage these requests from their Base Connect settings
You'll receive notifications when users are approved or if there are issues
Step-by-Step Guide: Approving External Users as Guests
1. Receive Guest Request Notification:
When a connected organization requests guest access for their users, you'll receive:
- In-app notification: Appears in your Base inbox
- Email notification: Sent to your email (if email notifications are enabled)
The notification includes:
- Which organization is requesting access
- Which users are being requested
- Which company the request is for
2. Access Guest Approval Interface:
Click on the notification, or navigate to:
- Companies → Find the connected company → Base Connect section
Look for "Pending Guest Requests" or "Approve Guests"
You'll see a list of users from the connected organization who have been requested
3. Review Requested Users:
Review the list of requested users
Each user entry shows:
- User name
- Email address
- Organization they're from
- Request status
4. Approve Individual Users:
Select the users you want to approve
Click "Approve" or "Accept as Guest" for each user
Base will:
- Move the user from requestedUsers to incomingUsersAccepted
- Grant them guest access in your organization
- Send notifications to both organizations
5. Configure Guest Permissions (Optional):
After approving, you can configure permissions for each guest
See Configure permissions for Base Connect guests for details
Guests can only have read permissions—they cannot edit or administer records
6. Bulk Approval (If Available):
Some interfaces allow bulk approval of multiple users
Select multiple users and click "Approve All" or "Accept All"
All selected users will be approved at once
Managing Guest Requests
Viewing Pending Requests:
Navigate to the connected company's Base Connect section
View "Pending Requests" to see users awaiting approval
Requests show:
- User information
- Request date
- Requesting organization
Approving Requests:
Select users and click "Approve"
Users are immediately granted guest access
Both organizations receive confirmation notifications
Declining or Removing Requests:
If you need to decline a request:
- Remove the user from the requestedUsers list
- The requesting organization will be notified
To remove an already-approved guest:
- Revoke their guest permissions
- Archive or remove them from the connection
Notification Settings
Email Notifications:
You can configure email notifications for guest requests:
Connection Guest Request Email: Receive emails when external organizations request guest access
Connection Guest Accepted Email: Receive emails when your guest requests are approved
In-App Notifications:
Connection Guest Request Inbox: Receive in-app notifications for guest requests
Connection Guest Accepted Inbox: Receive in-app notifications when requests are approved
Configuring Notifications:
1. Go to Account Settings → Notifications
2. Find the Base Connect notification section
3. Toggle email and/or inbox notifications as desired
4. Save your settings
Best Practices
Requesting Guests:
Request Only Necessary Users: Only request guest access for users who actually need it
Communicate First: Let the connected organization know you're requesting guest access
Use Permission Templates: If available, use permission templates to standardize guest permissions
Monitor Approvals: Follow up if requests aren't approved in a timely manner
Approving Guests:
Review Requests Promptly: Check and respond to guest requests regularly
Verify User Identity: Ensure you know who the requested users are
Start with Minimal Permissions: Grant only the minimum permissions needed
Use Permission Templates: Apply permission templates for consistent guest access
Regular Audits: Periodically review guest access to ensure it's still needed
Security Considerations:
Principle of Least Privilege: Grant guests only the access they need
Regular Reviews: Periodically review and remove unnecessary guest access
Monitor Activity: Keep an eye on guest activity through audit logs
Remove When Done: Archive guest access when projects or collaborations complete
How Guest Access Works After Approval
Access Scope:
Once approved, guests can:
View Shared Records: See jobs, invoices, projects, etc., they're explicitly granted access to
Participate in Messaging: Use chat and @mentions on shared records (if enabled)
View Documents: Access files and documents on shared records
Receive Notifications: Get notified about updates to records they're watching
Access Limitations:
Guests cannot:
Edit Records: They have read-only access
Create Records: Cannot create new jobs, invoices, etc.
Delete Records: Cannot archive or delete records
Access Admin Features: Cannot access organization settings or user management
Export Data: Typically cannot export data (varies by configuration)
Permission Configuration:
After approval, you can configure:
Module Permissions: Grant read access to specific modules (Jobs, Invoices, etc.)
Chat Permissions: Enable messaging on shared records
Job Visibility: Restrict which companies' jobs guests can see
Troubleshooting
Request Not Received:
If the connected organization says they didn't receive your request:
Verify Connection: Ensure the Base Connect connection is active and accepted
Check User Status: Ensure requested users are active and not archived
Review Notifications: Check if notifications are being filtered or blocked
Contact Support: If issues persist, contact Base Support
Approval Not Working:
If you can't approve guest requests:
Verify Role: Only Owners and Admins can approve guest requests
Check Connection Status: Ensure the Base Connect connection is active
Review User Status: Ensure requested users are active in their organization
Try Individual Approval: Try approving users one at a time instead of bulk
Guest Can't Access Records:
If an approved guest can't see expected records:
Check Permissions: Verify they have read permissions for the relevant modules
Verify Watchers: Ensure the guest is added as a watcher to specific records
Check Job Visibility: If job visibility is restricted, ensure the job's company is included
Review Connection: Ensure the Base Connect connection is still active
Related Features
Requesting and approving guest users works with several other Base Connect features:
How to Connect an External Company: Learn how to establish Base Connect connections
Configure permissions for Base Connect guests: Understand how to configure guest permissions after approval
How to Add and Manage Guest Users: Learn about internal guest users (different from Base Connect guests)
User Access Control: Understand the broader permission system in Base
What are User Access Permission Templates?: Learn how to use permission templates for guest users
Summary
Requesting and approving guest users through Base Connect enables seamless cross-organization collaboration while maintaining security and control. By understanding the two-way request workflow, configuring appropriate permissions, and following best practices, you can effectively manage guest access for external partners. Base's automatic notifications, permission enforcement, and audit trails ensure that guest access is both secure and manageable.
If you have questions about requesting or approving guest users, our support team is ready to help.