Members, guests, and groups

Manage members, guests, and groups to control collaboration effectively.

Use the right audience type before you start changing access. That keeps sharing easier to explain and easier to maintain.

Start with the audience

In most cases, you are choosing between three patterns:

• Members for people who work inside the workspace as part of the normal planning process.
• Guests for limited collaboration on a defined slice of content.
• Groups for repeatable access patterns that should apply to several people at once.

Pick the narrowest pattern that still supports the work.

Use members for regular collaboration

Members are regular workspace participants. They are part of the ongoing planning and reporting workflow and usually need access to more than one item over time.

Use members when someone:

• works inside Oculon regularly
• needs access across several models, boards, or views
• should stay in the normal workspace access and governance flow

If someone only needs one review surface or a small shared slice, do not start by treating them like a broad internal collaborator.

Use guests for limited access

Guests are better when a person should only see the specific content you choose to share with them.

Use guests when someone:

• needs limited collaboration rather than broad workspace participation
• should see a board, page, or view without broader planning access
• is external or temporary and does not need the full workspace context

Guest access should stay narrow. If a guest starts needing many separate items, revisit whether they should really be a member instead.

Use groups to scale cleanly

Groups help you apply the same access pattern to several people without updating each person one by one.

Groups work best when they reflect stable business structure, such as:

• Finance
• RevOps
• Executive review
• Department or regional planning teams

Avoid creating many short-lived groups for one-time reviews unless the access need is truly temporary.

Review changes as people move

This page is not only about adding people. It is also about keeping access current.

Review member, guest, and group assignments when:

• someone changes teams
• a project ends
• an external review cycle closes
• a shared item moves into a different teamspace or owner structure

The cleanest permission model is the one that still matches reality.