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Guest access

Learn how BIMcollab Guest access works, how to add users without a license, assign roles, and understand their permissions.

The permissions and restrictions described in this article will apply from September 14 2026, when this update is released.

Guest access allows users without a BIMcollab license to access selected information in a paid space. It is intended for users who need to review published project information without contributing to the working environment.

In summary, Guests can view published models and view/download published documents, cannot access Issues or shared documents and models, and they can't upload, edit or share documents.

Assign Guest users

To check if this feature is included in your subscription, review the Tier comparison list. Each paid license includes an allowance of up to two Guest users, depending on your tier.

Users are added to projects and phases, and are assigned a project and/or a workgroup role. If a user does not have a BIMcollab license assigned, the Guest user access is automatically applied.

Roles and licenses control different parts of a user’s access:

  • The presence or absence of a BIMcollab license determines which set of actions the user can perform.

  • The assigned project and/or workgroup role determine user's project permissions and access.

Guest users see a Guest label in the top menu bar.

To add a Guest user:

  1. From the administration page, add a new user.

  2. Choose the Administrator or Regular user space role, which determines their space level permissions.

  3. Do not assign a BIMcollab license to the user.
    ​

To add a Guest user to a project:

  1. From the project Setting menu, add a new Team member.

  2. Assign the user a project role, which determines their project permissions and access.

⚠️ Attention:
At this time, a Guests with the Project Leader role can access and edit all project settings. Before assigning a Guest user as a Project Leader, verify that the user should have access to the project Settings.


​

To add a Guest to a project phase:

  1. From the DMS settings tab, add a user to the Workgroup.

  2. Assign them a Workgroup role, which determines their project phase permissions.

Because the user does not have a license, Guest access limits the actions available through that role.

What Guests can and can't do

A Guest can:

  • Access published documents when permitted by their assigned project role and/or workgroup role.

  • View published models and previous published versions in the WebViewer.

  • View and download published documents, document sets, work packages, and confidential documents (per workgroup role permissions).

⚠️ Attention:
​Guest administration access: At this time, a Guest with the Administrator space role can access the Administration page, their access is not restricted.

Before assigning a user as a Guest, verify that the user should keep the Administration role and access, or be demoted to a regular User without administration rights.

A Guest cannot:

  • Access or edit shared documents and models.

  • Upload, edit, or otherwise modify content.

  • Participate in To do’s.

  • Contribute to workflows or revisions.

  • View issues or participate in issue management.

📝 Note:

Specific Guest access permissions:

  1. Within document sets, Guests can view and download only published documents. If a document set contains both shared and published documents, the shared documents are not visible to Guests.

  2. Guests cannot view PDF markups or comments.

  3. Guests can be added to work packages. Their access to project information can be controlled using work package codes.

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