Guest Role: Users with Read-Only Access

Guide on adding users to the organization with Read-Only access

New in 2.13

Overview

Ketryx supports three types of user roles to accommodate different access needs:

• Owner

• Member

• Guest

The Guest role provides read-only access to your Ketryx organization. Users with the Guest role (hereafter, guest) can view content within the organization and its permitted projects, but cannot make any changes or modifications. This role is ideal for staff who need context without editing capabilities, external auditors requiring system access, or stakeholders who need visibility into your quality management system.

Guest Capabilities

What a Guest CAN do

• The user can view any data, including audit trails.

• The user can trigger a synchronization of Ketryx with external systems.

What a Guest CANNOT do

• The user cannot create, edit, or delete any data, configuration, or files.

• The user cannot take any action that would alter the audit trail (e.g., acknowledging documents, approving items).

Guests are prohibited from editing any data under any circumstances. Even if a guest is given edit permissions on a project, they will still not be able to exercise this permission. To achieve granular permissions, use the member role and groups. The Guest role can be seen as a security feature for users who should never, under any circumstances, get write access to Ketryx (e.g., auditors).

Note: UI elements that trigger data modifications appear greyed out and disabled for Guests. For example, the "Create Item" button will be visible but non-functional:

Setting Up Guest Access

Inviting New Guests

Organization Owners can invite Guests:

1. Go to Organization

2. Navigate to Members

3. Use the Invite Member button

4. Enter the following information:

   1. User's full name

   2. Email address

   3. The role the user has at your company

   4. Ketryx user role: Change Member (default) to Guest

      
   5. [Optional] Add a rationale for inviting this member. For example: "External auditor for internal audit"

5. Use the Invite button

6. The invited user should receive an invitation email.

Change Role of an Existing User to Guest

Organization Owners can change an existing user's role to Guest:

1. Go to Organization

2. Navigate to Members

3. Find the user you want to change to Guest

4. Use the Make guest button within the Action column of the table

   

5. Confirm the user role change

View Guest Status

Organization Owners can view which users have Guest access:

1. Go to Organization

2. Navigate to Members

3. Find the user within the table

4. Look for Guest in the Role column