Guest Role in Toggl Focus

The Guest role is designed for external collaboration. Whether you're working with clients, reviewers, or other outside stakeholders, Guests let you bring partners into specific projects without giving them access to the rest of your workspace — and without consuming a paid seat.

Think of Guest access as a client portal: external stakeholders can see what's happening on the projects they're invited to, submit requests by creating tasks, refine their own submissions, and leave feedback. They cannot manage or perform work — that's what Member seats are for. 

Setting up a Guest

1. Adding a Guest to the Workspace

Only Organization Admins can add Guests.

1. Go to the Members Area in the Admin Console or inside Toggl Focus in the sidebar.
2. Invite the user and select Guest from the role dropdown.

Guests do not count toward your paid seat limit, and there is no cap on the number of Guests you can invite.

2. Adding a Guest to a Project

After being added to the Workspace, a Guest sees nothing until you invite them to a specific project — they'll see a "you are not invited to any projects" message and a prompt to ask their workspace admin for access.

1. Open the Project you want them to join.
2. Click the small plus in the Project members section (top right corner).
3. Search for the Guest's name and click Invite.

A Guest's access is always scoped to the projects they've been explicitly added to. They cannot interact with anything in Toggl Focus outside of those projects.

What Guests can and cannot do

All Guest permissions apply only within the projects they are assigned to. Guests have no visibility or interaction with workspace data outside those projects.

What Guests CAN do

• View assigned projects: See projects they've been invited to in their project list, and pin them to Favorites for quick switching between projects.
• See general project info: View the project overview — but not billing-related fields such as labor cost, budget, or estimates.
• Create and import tasks: Add new tasks (or import a batch) within their assigned projects.
• Manage their own tasks: Open, edit, schedule, and complete tasks they created.
• Add notes to any task: Add context or feedback to any task in their assigned projects, including tasks created by others.
• Limited visibility of people and tags: See other members, clients, and tags only as they appear within their assigned projects.

What Guests CANNOT do

• Edit other people's tasks: Guests can only edit tasks they created themselves. On tasks created by others, they can only add notes.
• See project billing data: Labor cost, budget, and estimate fields are hidden.
• Assign tasks: Guests cannot assign tasks to team members.
• Edit project settings: Project configuration is reserved for Members and Admins.
• Track time: Time tracking is unavailable to Guests, even on projects they're part of.
• Set working hours or time off: Availability and personal scheduling are not available to Guests.
• Access Reports or financial dashboards: Guests have no access to the Reports tab.
• Use the AI Scheduler: Guests cannot interact with the AI scheduling assistant.
• Connect external calendars: Calendar sync (Google, Outlook) is not available to Guests.
• Access workspace settings: Guests cannot see settings related to Access, Statuses, Tags, Calendars, or data management.

What Guests see in the navigation

Guests have a simplified sidebar containing only Projects and Favorites. They do not see My Time, Plan, Tasks, Board, Timeline, or Reports. Their own Account settings remain available.

When to use a Guest vs. a Member seat

Use the Guest role for people who need to request or observe work — clients reviewing progress, stakeholders submitting requests, or external collaborators leaving feedback on submissions.

Use a Member seat for anyone who needs to manage or perform work — assigning tasks, tracking time, editing the work of others, or scheduling on the timeline.