Members vs. portal guests
Who takes a seat and who doesn't: the difference between your organization's members and the guests you share portals with.
Wikidoc has two kinds of people: members, who work at your organization, and portal guests, the people outside it you share a portal with, such as clients, partners, contractors and auditors. On the Team plan, members use seats. Guests never do, and you can have as many as you like.
The difference
Section titled “The difference”| Member | Portal guest | |
|---|---|---|
| Who | People at your organization, usually with your email domain. | People outside your organization. |
| How they get in | They sign up with their work email, or an Admin invites them or approves their request to join. See How organizations work. | A Manager or Admin invites them to an invite-only portal, or they open a public one. See Invite portal guests. |
| What they see | Your organization’s Wikidoc: files, process maps, training and more, depending on their role. | Only the portals they’ve been given, and only what’s in each one. |
| Role | Viewer, Editor, Manager or Admin. See Roles and permissions. | No role. They can’t create or change anything. |
| Seat | One each, on the Team plan. | None, on any number of guests. |
| Their training | Assigned programs and modules, shown in Analytics. | What they do in the portal, shown in the portal’s Guest activity. |
| Certificates | Issued by your organization. | Issued under the portal’s Organisation name. |
Good to know
Section titled “Good to know”- A colleague can’t be a guest. Anyone with an email address at your organization’s domain is a member, so Wikidoc won’t invite them to a portal. This keeps portals from replacing seats.
- Guests with their own Wikidoc. Someone who already uses Wikidoc at another organization uses your portal with that same account. They stay a member there and a guest of yours.
- Guests are free. Portals are on the Team plan, and guests don’t add to what you pay.
- Signing in to Wikidoc directly. A guest who signs in at Wikidoc itself, rather than through a portal link, sees a list of the portals they can open.
When to use which
Section titled “When to use which”- Someone who works with your processes every day and should edit or be assigned training: make them a member.
- Someone outside who only needs to read your guides or complete training you set them: share a portal.