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How to invite a guest user to your workspace
How to invite a guest user to your workspace

This article describes how to invite a guest user to join your Cerby workspace and be available for item sharing.

Cerby Team avatar
Written by Cerby Team
Updated over a week ago

With Cerby, you have a secure way to collaborate closer with external parties through Guest Users. This feature enables you and your company to invite any collaborator who doesn't belong to your domain or corporate directory to join your Cerby workspace.

This feature follows a different approach than Partners, because you don’t have to establish a connection with another Cerby workspace. Guest users have identities and authentication managed by Cerby; therefore, they are visible through the All Members view and searchable through the item sharing dialog boxes.

IMPORTANT: If the user is already managed by your identity provider (such as Okta or Azure AD), contact your Cerby Admin or IT team to assign them to Cerby.

After joining Cerby, all of the workspace members from your organization who have the Owner role on collections, accounts, and secrets can share these items directly with guest users. However, the only role on items they can grant to guest users is Collaborator.

Access of guest users to the following workspace features is as follows:

  • They cannot access the All members view.

  • They cannot access the Distribution Lists view.

  • They cannot use the Password Manager Importer.

  • They can only view the teams to which they have access.

  • They can only view their user activity through the Activity view.

  • They cannot invite other guest users.

Management of guest users is performed by your Workspace Admins, and invites can be sent by any workspace member in two ways:

  • From the Password Manager Importer, to persist the imported user access permissions on LastPass folders, passwords, and secure notes to Cerby collections, accounts, and secrets.

  • From the All Members view, via a direct invite.

This article describes how to invite a guest user and manage their access to your workspace.


Invite a guest user

You have two ways to invite a guest user to your workspace:

The following sections describe each option.

Send invite from the All members view

To send a guest user invite from the All members view, you must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the All members option from the left navigation drawer. The All members view is displayed, as shown in Figure 1.

    Figure 1. All members view

  3. Click the Add member button. A drop-down list is displayed.

  4. Select the Guest option from the list. The Invite guest user dialog box is displayed.

  5. Enter the guest user’s email address in the Email field.

  6. Click the Send invite button. The dialog box closes, a success message box is displayed, and the invite is sent to the guest user’s email.

The guest user must open the invite and set up their account to join your Cerby workspace. For instructions, read the Join Cerby from a guest user invite section.

When they join Cerby, guest users are displayed in the Guest tab of the All Members view.

Send invite from the Password Manager Importer

To send a guest user invite from the Password Manager Importer, you must follow the instructions from the Guest users section of the How to use the Password Manager Importer article.

IMPORTANT: Invites to guest users can only be sent after a successful migration of LastPass items and user access permissions.


Manage guest users

The management actions you can perform on a guest user are the following:

The following sections describe each action.

Resend a guest user invite

If you have sent an invite to a guest user and you want to send a new invite, you must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the All members option from the left navigation drawer. The All members view is displayed.

  3. Activate the Guest tab. A list with guest users is displayed on a table.

  4. Click the More options icon of the corresponding guest user. A drop-down list is displayed.

  5. Select the Resend invite option. The Resend invite dialog box is displayed.

  6. Click the Resend invite button. The dialog box closes, a success message box is displayed, and the invite is sent to the guest user’s email address.

The guest user must open the invite and set up their account to join your Cerby workspace. For instructions, read the Join Cerby from a guest user invite section.

When they join Cerby, guest users are displayed in the Guest tab of the All Members view.

Remove a guest user

Only Workspace Admins can remove guest users. To do so, you must complete the following steps:

  1. Log in to your corresponding Cerby workspace.

  2. Select the All members option from the left navigation drawer. The All members view is displayed.

  3. Activate the Guest tab. A list with guest users is displayed on a table.

  4. Click the More options icon of the corresponding guest user. A drop-down list is displayed.

  5. Select the Remove guest option. The Remove guest? dialog box is displayed.

  6. Click the Remove guest button. A success message box is displayed, and the guest user is removed from the list in the Guest tab.

Remove guest user access to an item

Users with the Owner role on an item can remove access to it for any workspace user, including guest users. To do so, follow the corresponding instructions:


Join Cerby from a guest user invite

When invited to a workspace, guest users receive an email to set up their account and join Cerby.

To join Cerby from a guest user invite, you must complete the following steps:

  1. Open the message Cerby sent to your email address. The message contains the following account details you need to set up your account:

    • Workspace name

    • Username

    • Temporary password

  2. Click the Open Cerby button from the message. An authentication waiting page is displayed.

    IMPORTANT: Proceed to step 3 right away because after a few seconds you are redirected to the authentication page of the identity provider that was set up for the Cerby workspace. You’ll be unable to set up your account on that page; therefore, you must close the browser tab and follow step 2 again.

  3. Click the Log in as guest user button. The Cerby authentication page is displayed, as shown in Figure 2.

    Figure 2. Cerby authentication page

  4. Enter the username and temporary password in the corresponding fields. These account details were provided in the message that Cerby emailed you.

  5. Click the Sign in button. The Change Password page is displayed.

  6. Enter a new password for your Cerby account and your profile information in the corresponding fields:

    • New Password

    • Enter New Password Again

    • Name

    • Family name

  7. Click the Send button. The Cerby dashboard is displayed.

For an optimized experience, Cerby recommends all guest users to complete the following steps from the Create and configure a local user workspace section:


Log in to Cerby as a guest user

To log in to Cerby as a user invite using the Cerby web app, you must complete the following steps:

  1. Go to the workspace login page of Cerby. Depending on whether you have logged in previously or not to Cerby with your browser, one of the following two pages is displayed:

    • Let's find your workspace

      1. Enter the name of your workspace.

      2. Click the Next button. An authentication waiting page is displayed.

    • Hi, welcome back!

      1. Select the workspace to which you want to log in. An authentication waiting page is displayed.

    IMPORTANT: Proceed to step 2 right away because after a few seconds you are redirected to the authentication page of the identity provider that was set up for the Cerby workspace.

  2. Click the Log in as guest user button. The Cerby authentication page is displayed.

  3. Enter your username and password in the corresponding fields

  4. Click the Sign in button. The Cerby dashboard is displayed.

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