Configuring Guest Access in Outreach

Objective 

The purpose of this article is to provide direction to Outreach Admins on how to set up and use Guest Access in Outreach.

Applies To 

• Outreach Admins
• Outreach Users

Before you begin 

• If you are part of the Outreach Partners Program, you should have this enabled automatically. If you are not seeing the feature, please reach out to your partner program manager.
• Guest management experience uses the new simplified navigation experience. You can learn more about the new navigation here.

Overview 

Guests are non-Outreach licensed users who need temporary access to a Outreach to perform specific functions for a short period of time and require access to those specific functions to fulfill their obligations. 

Once this access period expires, or once the job is done, the access is revoked automatically. Admins can also revoke access at any time.

Typical examples of these temporal personas we have heard from customers: 

1.  A marketing person who wants to look at campaign information in Outreach

2. An external partner who the customer has hired to help them with implementation or setup

3. A sales consultant who has been hired to coach the sales team for a few weeks

4. An auditor who needs access to the platform for ensuring sales team compliance 

All these users, and more, can now be given fully governed access to Outreach. The entire experience is fully managed by customers and works whether Outreach is set up with SSO or not.

Procedures

Setting up Guest Access 

Adding a Guest

1. Log in to Outreach as an Admin.
2. Click Administration > User management > Users > Guests.
3. Click Add a guest.
   
4. Add the following details:
   • First Name
   • Last Name
   • Email
     • Any publicly accessible emails are supported as long as the Guest has access to that mailbox.
     • Since a Guest can be potentially added to multiple instances, it is highly recommended that you append a unique identified to the Guests email that clearly identifies that it belongs to your Outreach instance. The email can be from any publicly accessible provider.
     • Since this gives access to external users, make sure that you are using the correct address.
5. Assign the proper user role, profile, license for the guest, and end date
   
6. Click Add and send claim link

Once added, Guests will show up under Administration > User management > Users > Guests. The view will also allow admins to filter and sort and perform day to day actions like resending claim links, managing profiles, and license assignments.

Guest Management

Guest Access

You can set up any date up to 90 days in the future when the Guest’s access will be automatically revoked. 

Access can be extended, revoked, or removed for any Guests from the Guests view. Access can be extended 90 days at a time from the current date.

Access can also be revoked anytime while keeping the Guest user around, in case they need access again in the future. Guests can also be deleted entirely. Once access is revoked or removed, the access will be removed immediately. Next time they try to sign in, they’ll be denied access.

Note that Guests are allowed to manage their own profile and settings for their personalization needs. However, Outreach will automatically restrict access to any setting that allows them to override Admin access or change their security relationship with the instance.

Logging in as a Guest

Once an Outreach admin has added their email, the Guests gets an email inviting them to that specific Outreach org. Guests can then:

1. Navigate to their email inbox and locate the email Welcome to Outreach - Activate your Guest Access.
2. Click Claim Account and create a password. The complexity of passwords set up by the Outreach admin will also be enforced automatically.
3. Sign in to Outreach with the email and password associated with the Guest user.

Additional Information

Multi-org access 

There is no restriction to how many Outreach instances the same Guest can be added to. However, we recommend following the email pattern guidance above to make it easier for Guests.

FAQ

Can SSO customers use Guest Access?

Yes. Guest Access can be used fully irrespective of whether SSO has been set up for the instance. It can be set up and managed the same way. 

For SSO customers, this provides an additional flexibility where they can create SSO accounts for Guests or create Outreach specific Guests who have no access to any other resource inside the company. This also provides an additional layer of security and access control.

Can a standard user account be converted to Guest or vice versa?

No. Standard user and Guest accounts, including email address, are not switchable. If an account needs to be converted, we require that Admin delete and recreate the account with a new email.

How do I revoke access before automatic expiry or remove the guest? 

Navigate to Administration > User management > Users > Guest to shorten the expiration or delete the guest entirely from your Outreach instance. Once revoked or removed, the guest will be removed immediately. Next time they try to sign in, they’ll be denied access.