Guest access lets you invite subcontractors, specialty trades, or outside collaborators to view a specific work order and post updates from the field. Guests don't need an IRONGRID account. They receive a secure sign-in link by email and get a private portal showing everything they need for the job.
Guest access is available on the Pro plan and above. You must be an Admin or Manager to invite guests.
How to invite a guest
- 1Go to the Manager section from the main navigation.
- 2Find the work order you want to share and click the Assign button.
- 3In the Assign Work Order modal, scroll down to the Guest Access section.
- 4Click + Invite Guest.
- 5Enter the guest's name, email address, and optionally their company name.
- 6If you want access to expire automatically, set an Expiry Date. Leave it blank for indefinite access.
- 7Click Send Invite.
The guest immediately receives a branded IRONGRID email containing a secure sign-in link. Clicking the link signs them in and takes them directly to their work order portal.
What the guest can see
The guest portal gives the invitee a read-only view of the work order they were invited to. They can see:
- Job title, status, and priority
- Client information: name, address, email, phone, and a map link to the job site
- Scope of work and project dates
- File attachments: photos and documents (receipts are not visible to guests)
- Assigned team members
- Task checklist
- Hours logged by the team
- The full activity log and all updates posted on the job
What the guest can do
Guests are not just viewers. They can actively contribute to the job:
- Post a field update with a written note
- Log hours worked on the job alongside their update
Guest updates appear in the work order's activity log alongside your team's internal updates, so everyone stays on the same page.
Setting an access expiry date
When you invite a guest you can set an optional expiry date. Once that date passes, the guest's sign-in link stops working and their portal shows an access-denied message. This is useful for subcontractors with a defined scope. You can tie the expiry to the last day of their portion of the job.
If you don't set an expiry date, the guest's access remains active until you revoke it manually from the Assign modal.
How guests sign back in
The sign-in link sent in the invite email is a one-time magic link. Once used, it expires. If the guest needs to return to their portal later, they can request a new link:
- 1The guest visits app.irongridapp.com/guest/login.
- 2They enter the email address their invitation was sent to.
- 3They receive a new IRONGRID sign-in email with a fresh link.
- 4Clicking the link takes them back to their portal.
The new sign-in link email comes from IRONGRID. If the guest doesn't see it right away, ask them to check their spam or promotions folder.
Revoking guest access
To revoke a guest before their expiry date, go to the Manager section, open the Assign modal for that work order, and click Revoke next to the guest's name. Their access stops immediately.
What guests cannot see
Guest access is strictly scoped to the single work order they were invited to. Guests cannot see:
- Any other work orders in your company
- Financial data like invoices, costs, or material prices
- Receipts or expense records
- Team payroll or hourly rate information
- Any other company data or settings