What is the Guest Portal?

Published 24 January 2026

The PSOhub Guest Portal provides a secure and convenient way for external stakeholders, such as customers, partners, or clients, to access project information and collaborate without requiring a full PSOhub license. Designed for transparency and ease of use, the Guest Portal allows your organization to control what external users can see and do while maintaining your brand experience.

Purpose

The primary purpose of the guest portal is to enable collaboration and transparency while maintaining control over what external users can see or do.

The guest portal includes:

Restricted access to specific data (e.g., projects, invoices, files, or status updates)
Permissions that limit functionality compared to internal users. This ensures that guests can interact with relevant content without affecting internal processes.
Secure authentication, via email invitation
Branding and customization aligned with your organization as the host.

Permissions can be customized per guest:

Permission type	What the Guest can see / do?
Tasks and plans only	Access to Plans and My Tasks (tasks assigned to the guest only)
Financial information (budget/invoiced) on projects	Access to projects and plans budget vs used, booked hours and expenses, and invoices.
Approve invoices	Access to approve draft invoices before sent.
Hide effort & used	Restrict budget vs used information at the project, plan and task levels.
Hide team	Protect the internal team structure and minimize risk of unintended contact without following correct governance.
Hide conversations	Protect confidential information, prevent miscommunication or confusion, maintain professional boundaries, keep focus, and security and compliance.
Hide files	Protect confidential or sensitive data and reduce risk of error or misuse,
Active (Yes/No)	Authorize active participants only.

Guest Portal toolbar overview

The toolbar at the top of the Guest Portal provides quick access to key account functions for external users.

Guest Portal toolbar with customised branding

GUEST badge

Indicates that you are logged in with a guest account.
Confirms your access level and reminds you that some features are restricted compared to full internal users.

Notifications icon (bell)

Displays alerts related to your access permissions, such as:
- Pending approvals
- New comments or conversations
- Updated budgets

My Account

Allows you to access your personal account settings, such as updating your:
- Name
- Password
- Notification preferences

Sign Out

Safely logs you out of the portal, ensuring your account remains secure.

Note: The toolbar is always visible at the top of the portal for easy access, helping the guest stay informed and manage their guest account efficiently.

What will a Guest see in the portal

In the Guest Portal, the view is customized based on the permissions granted by your organization. This ensures the guest has access to the information you need to collaborate effectively, without exposing sensitive internal details.

Tasks and Plans Only

When logging in PSOhub, the guest will automatically land on My Tasks and will have access to the List, Grid, Plan, Tasks by week and Kanban views. He/she will be able to modify, mark as complete and create tasks but will not be able to book time on a task.

Guest portal with Tasks and Plans only access

In the main menu, choose Plans to display the project plans where the guest has been assigned:

Plans overview in the Guest Portal

Within the plan, the guest will have access to all the views, including the project team, conversations, and timeline.

From this area, the guest can create tasks, update existing tasks, and mark tasks as complete.

Note: Guests can always view tasks they originally created, even if the task is later reassigned to another team member.

Financial information (budget/invoiced) on projects

This permission grants the guest access to Plans and My Tasks, with the guest automatically landing on My Tasks upon login. It also provides access to Projects, Invoices, and the Time & Expenses module.

Guest access with financial information permissions

Within the Projects module, the guest can open only those projects to which they have been added as a team member. Inside each project, the guest can view planned versus used hours and access the Tasks tab to update assigned tasks.

Projects module with guest access to planned hours vs used and tasks information

Within the Invoices module, the guest can view all invoices associated with projects to which they have been added as a team member.
Guest access to the Invoices module

The guest can open an invoice and view the financial details associated with it, but cannot approve or take any action on invoices.

Guest access to view invoice financial information

Within the Time & Expenses module, the guest can view time entries and expenses for projects to which they have been added as a team member.

Guest access to time and expenses modules

Financial information (budget/invoiced) on projects, and approve invoices

With this option enabled, the guest account has access to Plans and My Tasks, and will automatically open on the My Tasks page upon login. Additionally, guests can access the Projects, Invoices and the Time & Expenses module.

The guest can view an invoice and its financial details, as well as approve draft invoices. This enables them to verify that the billed amounts are accurate, streamlining the approval process and ensuring correctness before payment.

Hide effort and used

PSOhub allows you to control which financial and effort-related information is visible to guest users. To protect internal planning and cost data, budgeted, planned, and used hours can be hidden from the Guest Portal while still allowing effective project collaboration.

At the project level, the guest will not have access to the financials related to planned, used, or remaining hours.
Guest portal with hidden planned vs used and remaining hours In the plan and My Tasks, the Effort and Used columns are hidden:

Hidden effort and used in the plan and My Tasks

Note: Guests can always view the effort and used hours in My Tasks, even when effort and used hours are hidden elsewhere.

Hide the Team tab

The Team tab in the plan is hidden from guests to protect internal information and keep the Guest Portal focused on customer-relevant content.

This tab contains internal resource details such as employee names, roles, and rate cards, which are intended for internal project management only. Hiding it prevents confusion, avoids misinterpretation of internal staffing decisions, and ensures a clear separation between internal operations and external collaboration.

Hide the Conversations tab

The Conversations tab in the plan is hidden from guest users to protect internal communication and maintain a clear separation between internal and external discussions.

This tab may contain internal notes, delivery discussions, or sensitive context that is not intended for external visibility. Hiding it helps prevent misinterpretation, ensures confidentiality, and keeps the Guest Portal focused on information that is relevant and appropriate for guests.

Hide the Conversations tab in the plan

Hide the Files tab

The Files tab is hidden from guest users to protect internal documentation and control information sharing.

Project files may include internal documents, working drafts, or sensitive materials that are not intended for external access. Hiding this tab helps prevent accidental exposure, reduces confusion about which documents are customer-facing, and ensures that only approved files are shared with guests through the appropriate channels.

Hide files in the plan from guests

Subscription plan

Your subscription plan will define how many guests you can invite. The table below shows the number of guests.

Subscription plan	Number of guest users
Essentials	-
Professional	30
Enterprise	100

Related articles

Create a guest user
Configure the guest portal
Guest User - Tasks Only
Security access levels for Sales reps, Controller, Admin and Guest users