Sharing with people outside your Organization

Sometimes the person you need is not in your Organization: a client reviewing a proposal, a contractor on one project, an accountant once a year. You can invite them into a single Canvas by email, without giving them anything else. People who join this way are guests.

Invite a guest#

Guests are invited from the same window used to add teammates, and by the same people: the Canvas's creator, or an owner or administrator of the Organization. For a Canvas a Sidekick made, the Sidekick's managers can invite guests too.

1. Open the Canvas and click Share at the top right.
2. Click Invite a guest by email to open it, and type one or more addresses in Email addresses. Separate them with spaces, commas or semicolons.
3. Click Save. The guests are invited as the Canvas's sharing is saved.

If an address does not look right, Rally says Enter valid email addresses, separated by spaces, commas, or semicolons. and saves nothing. If the sharing was saved but the invitations were not sent, it says Who can open it was saved, but the guests couldn’t be invited. Try again.

What you are sharing#

Sharing gives access to one Canvas and nothing around it. Inside it, a guest can read and write messages, see every version of what Rally made, leave comments, and open the files that belong to the Canvas. They do not see your other Canvases, your Sidekicks, or anything else in your Organization.

Once someone is a guest, they appear in the Share window's list of people with a Guest badge, and you can tick them for other Canvases the same way you choose a teammate. The Organization-wide setting never includes guests, so a Canvas open to Everyone in the Organization is still closed to them until you tick them for it.

What the guest sees#

The guest gets an email with a link to the Canvas. Signing in with that email address is all it takes: there is nothing to accept. Only someone who can sign in as that address gets in, so a forwarded invitation is no use to anyone else.

Guests use Rally in a web browser. They see the Canvases shared with them, and who is in your Organization, by name and picture, so a message shows who wrote it. They see nothing else, and they cannot create Canvases, make Sidekicks or add people. Rally in a web browser shows what that looks like from their side.

In the Members list in Settings, guests appear with a Guest badge.

Taking access back#

To end access for a guest who has joined, untick them in the Canvas's Share window and click Save, as described in People in a Canvas.

The Share window does not list invitations nobody has accepted yet, and there is no way to withdraw one from it today. An invitation only ever opens the Canvas to someone who signs in with that exact address, but it does mean that a typo cannot be taken back, so check addresses before you save.

When access ends:

• The guest stops seeing the Canvas within moments, even if they have it open, and cannot reopen it.
• Other Canvases shared with them separately are untouched.

Turning a guest into a member#

If a guest becomes a regular collaborator, an Organization owner or administrator can make them a full member: in the Members list in Settings, click … on their row, choose Make member and confirm. See Roles: owners, administrators, members and guests.

Next: Status dots and badges, so you can tell at a glance where you are needed.