For external users who don't need to actively take part in the project and only require read-only access, you can share boards with them without using up a license. Guest users like these do not count against your user limits.
You can follow this guide to share boards with them: https://guide.workzappy.com/project/board/share-board
I have read in comments that clients (to be able to comment tasks and create tickets or other request) should be registered as members. BUT. What about permissions? There's only one limited permissions role for members, but I don't want to give my clients the same permissions as team. And I don't want to limit team member permissions to client. But extra role creating requires enterprise plan. Well, it's weird... Could you create a standard role for clients? (in my case they should be able to view projects they are added to, create tasks (including by email), edit or delete tasks they have created, comment any task (including by email) and receive notifications about their own tasks and comments they are tagged or replies.
For your use case, you can use the “Project Collaborator” role, which is specifically designed for external users like clients. This role helps keep client access scoped and secure, without compromising your internal team’s permissions.
More details here: https://guide.workzappy.com/project/settings/members/project-collaborator
great, I have not seen it in organization. Now I have found it in project.
The only issue is that the invite my "client" receives:
"Thank you so much for purchasing WorkZappy on AppSumo!
We're absolutely thrilled to have you on board and can't wait for you to experience all the ways our tool can help you streamline workflows and prevent project delays.
Perfect timing! We're updating the content of the invite email, and the new version will be live by next week.
Q: APP ... ???
Ok great tool but think we missed something, as can't find where to download your iOS Apple app, or android version, as right now is ok for people sitting at a computer, but its totally useless when people leave on the office or are in the field.
Thanks for clarifying, it has been added to the roadmap as a feature request.
Q: Several questions after testing
I have created a free test account and have several questions. 1) The user invite email contains marketing text and a “Try AI” button instead of “Join project.” Does it change in the paid plan? 2) When creating a task, the owner is not set automatically to author. Can this be fixed via automation? Can author and assignee be added as followers automatically? 3)Can I somehow view all my tasks across multiple projects in one place. 4)Comment notifications don’t send unless a user is manually tagged. Can this be changed with automation? 5)There seems to be no way to have all project files in one place. Is it? 6) Who is the sender of emails in the paid version? Will there be my logo/name? 7) Is it possible to create a task from email or reply to a comment replying to notification? What does “ticket” mean in automations—is it the same as task?
1) The invite email is the same for all plans, but we are updating the content inside the invite email, please stay tuned. 2) You can use Automations to do this: For example: Trigger: Task Creation Action: Set owner = "Created by"; Add "Created by" and "assignee" as followers This can be configured in Project Settings →...
8)What exactly is a “ticket” in automations—same as a task? 9)Archived projects still appear in Kanban. How to fully hide or delete them? 10) How is storage space managed and cleared?
Q: Hi, guest user count againts the user limits?
Ryan_WorkZappy
Jul 18, 2025A: Hi LFDLW,
For external users who don't need to actively take part in the project and only require read-only access, you can share boards with them without using up a license. Guest users like these do not count against your user limits.
You can follow this guide to share boards with them: https://guide.workzappy.com/project/board/share-board
Share WorkZappy
Q: Roles and permissions
I have read in comments that clients (to be able to comment tasks and create tickets or other request) should be registered as members. BUT. What about permissions? There's only one limited permissions role for members, but I don't want to give my clients the same permissions as team. And I don't want to limit team member permissions to client. But extra role creating requires enterprise plan. Well, it's weird... Could you create a standard role for clients? (in my case they should be able to view projects they are added to, create tasks (including by email), edit or delete tasks they have created, comment any task (including by email) and receive notifications about their own tasks and comments they are tagged or replies.
Ryan_WorkZappy
Jul 11, 2025A: H neposeda,
For your use case, you can use the “Project Collaborator” role, which is specifically designed for external users like clients. This role helps keep client access scoped and secure, without compromising your internal team’s permissions.
More details here: https://guide.workzappy.com/project/settings/members/project-collaborator
Share WorkZappy
Verified purchaser
great, I have not seen it in organization. Now I have found it in project.
The only issue is that the invite my "client" receives:
"Thank you so much for purchasing WorkZappy on AppSumo!
We're absolutely thrilled to have you on board and can't wait for you to experience all the ways our tool can help you streamline workflows and prevent project delays.
To get started,..."
Oops.
Perfect timing! We're updating the content of the invite email, and the new version will be live by next week.
Q: APP ... ???
Ok great tool but think we missed something, as can't find where to download your iOS Apple app, or android version, as right now is ok for people sitting at a computer, but its totally useless when people leave on the office or are in the field.
Ryan_WorkZappy
Jul 10, 2025A: Hi ctevn,
Thanks for the feedback, we really appreciate it!
WorkZappy is fully optimized for mobile browsers and works on both iOS and Android devices.
The feature request to build native apps is already on our roadmap. Please stay tuned for updates.
Share WorkZappy
Q: can we get cname?
can we get cname?
Ryan_WorkZappy
Jul 7, 2025A: Hi SolarBang,
Just to confirm, are you requesting custom domain name?
Share WorkZappy
Verified purchaser
Yeah
Thanks for clarifying, it has been added to the roadmap as a feature request.
Q: Several questions after testing
I have created a free test account and have several questions.
1) The user invite email contains marketing text and a “Try AI” button instead of “Join project.” Does it change in the paid plan?
2) When creating a task, the owner is not set automatically to author. Can this be fixed via automation? Can author and assignee be added as followers automatically?
3)Can I somehow view all my tasks across multiple projects in one place.
4)Comment notifications don’t send unless a user is manually tagged. Can this be changed with automation?
5)There seems to be no way to have all project files in one place. Is it?
6) Who is the sender of emails in the paid version? Will there be my logo/name?
7) Is it possible to create a task from email or reply to a comment replying to notification?
What does “ticket” mean in automations—is it the same as task?
Ryan_WorkZappy
Jul 7, 2025A: Hi neposeda,
Thank you for considering WorkZappy.
1) The invite email is the same for all plans, but we are updating the content inside the invite email, please stay tuned.
2) You can use Automations to do this:
For example:
Trigger: Task Creation
Action: Set owner = "Created by"; Add "Created by" and "assignee" as followers
This can be configured in Project Settings →...
Share WorkZappy
Verified purchaser
8)What exactly is a “ticket” in automations—same as a task?
9)Archived projects still appear in Kanban. How to fully hide or delete them?
10) How is storage space managed and cleared?