Change a user into a guest

You can change a user into a guest to free up a licensed seat by changing their status to Inactive. Once a user is inactive they cannot log into the dashboard, effectively making them a Guest. Guests can only access proofs through email links or public URLs.

When a user is changed to Inactive:

• The user becomes a guest
• They keep access to any proofs they were already added to
• They will continue to receive email notifications and can review via links

1. Go to the People tab in your Ziflow account.
2. Select the user you want to change to a guest.
3. Next to their name, disable the Active field in their account. When disabled, the field says Inactive.
   
   
    
4. Select the options menu (three dots) next to the guest's name and choose Open details.
5. Review and configure the guest's Default proof settings permissions. These settings apply when a guest is added to a proof without a workflow template. Updating these settings does not change permissions on existing proofs.
   In a proof, stage workflow permissions take precedence over this default setting. 
   
   

When you convert a user to a guest, Ziflow does not notify the guest of their change in status. Ziflow recommends letting the person know that they must use the email invitation link and will no longer be able to access the Ziflow Dashboard.

Review guest permissions 

After conversion, the person now has guest permissions to comment or make decisions. Depending on the settings, guests may have limited permissions, so it's a best practice to review the permissions to avoid access issues.

Review the permission settings in: 

• the guest's default proof settings permissions (see above)

• the workflow template and the stage workflow

Ensure the proof's workflow stage for the guest has:

• Comment enabled
• Approve enabled (if required)