👤 For company administrators and process owners working with customers or suppliers
🔐 Available on Business, Enterprise, and Unlimited plans
🎯 For anyone who needs to receive external requests with a clear scope of participation
A supplier sends documents in a message, your team requests more information by email, and a few days later nobody knows which conversation contains the latest update. Organizing this exchange starts with deciding how the person will participate and what information they need to receive.
By the end of this article, you will know how to choose between guest and member access, connect an invitation to the right forms, and check the requester's experience. You can then plan supplier registration or customer requests while keeping internal operations accessible to the people who work on them.
📖 What you will understand here:
Define participation before sending an invitation
Start with the work the person needs to do. Submitting a request and working on your team's cards call for different access. The start form collects the information used to create a card; the pipe organizes the internal work that follows.
For a supplier sending documents, consider the External Guest role. For an employee who only submits reimbursement requests, consider Company Guest. If a service provider needs to work on operational cards, discuss member access and the required pipe permissions with your administrator.
An external contact describes someone's relationship with your company. External Guest is a specific Pipefy role. Customers and suppliers can have different responsibilities, so choose access based on the work they need to perform.
Guests cannot belong to pipes or databases. Restricted view within a pipe is part of a different access model. Read about the difference between company roles and pipe permissions to understand the distinction.
Guests do not incur member charges. If a company guest is allowed to create a pipe and does so, they become a member and may incur charges. Check the implications before expanding their participation.
Connect the invitation to the required forms
The invitation assigns the person's company role. Sharing determines which forms are available for their requests. These decisions work together: accepting an invitation does not replace deciding which process forms to make available.
Consider a service provider sending registration documents. Identify the relevant form and confirm the external guest role with your account administrator. The person will receive an email explaining how to accept the invitation.
Make the form available based on the agreed activity. Inviting the provider to work directly in the pipe would involve a different decision and scope of access.
- Learn more: follow the official guides to add a guest user and share forms with guests.
External Guest permissions cannot be customized. Selecting available forms does not, on its own, establish individual separation between suppliers. If each partner must access different content, validate that requirement before sharing.
Explain how to submit and track requests
Explain why the person received access. Your introductory message should describe the process, identify the form to use, and explain what information to prepare. If tracking is enabled, also explain how to follow the request.
For supplier registration, you could say: “Use the form provided to send the requested documents. After submitting, follow your request through the channel our team has confirmed.” Only name a tracking channel after checking that it is available for that process.
Pipefy for guests provides an authenticated experience for submitting and following requests. Tracking depends on the Request Tracker configuration for the start form; do not assume it is enabled for every shared form.
- Learn more: explore the Pipefy for guests experience.
To help requesters prepare, share the Academy course Pipefy para Usuários Convidados, available in Portuguese. It covers forms and the requester experience. Participants must sign in or create an account to start.
Check the experience before extending access
Before inviting all your partners, validate the experience using an authorized guest account and fictional data. The administrator's view helps you prepare the process; the recipient's view shows what they will actually encounter.
Check whether the person can accept the invitation, find the expected form, and submit a request. When tracking is enabled, check how they follow that request too. Compare the experience with the work you agreed they would perform.
If an expected form is missing, review the assigned role, available forms, and company selected in the account with your administrator. Guests can switch between companies when they participate in more than one.
When suppliers have different requirements, validate the experience with separate accounts. Check both the access each person needs and the information boundaries that apply to them.
Review access when the relationship changes
Supplier registration may end, a contact may change, or a service provider may stop working with your team. Use these changes as a prompt to review participation with your account administrator.
Removing access to a form and ending a person's participation in the company are different decisions. Decide which one fits the situation and check the result. Removing one form should not be treated as proof that every other access route has ended.
Start with one real partner: record what they need to submit, which forms they should find, and when their access should be reviewed. This connects your initial decision to ongoing process management.
Before moving on, confirm that you understand:
☐ The difference between submitting a request as a guest and operating a pipe as a member.
☐ Why invitations and form sharing are complementary decisions.
☐ Why tracking depends on the process configuration.
☐ How to check a guest's experience and plan an access review.
Ready to keep access organized as your team and partners change? → Continue with How to manage members and invite users to your workspace.
