Shared Seats — Invite a Partner Company and Assign Projects


In this article


What is this?

Shared Seats let you invite members from a partner company to join your account as External members.

After they join your company, you can assign them to specific projects for collaboration. Shared seats are consumed from the host company, without billing the partner company’s account.


When should I use this?

  • Collaborating with subcontractors, consultants, or partner teams on specific projects
  • Granting controlled access without adding partners to every project
  • Managing external access centrally from your account

Key rules

  • Only paid groups can use Shared Seats
  • Up to 10 shared seats
  • Partner members must be Full Seat in their own company
  • Role caps:
    • Admin Role max: Member
    • Project Role max: Manager
  • Default roles after joining:
    • Admin Role: Member

    • Project Role: External


  • No approval required: joining is immediate and shared seats are used immediately
  • Joining does not add members to any project automatically — the host assigns projects after joining


Host flow (Company A)

1) Generate an invite code

  1. Go to Members → External
  2. Click Invite external company
  3. Copy and share the invite code with your partner

2) Manage the invite code

  • The code is reusable

    You can delete the code to prevent new joins

    • Existing external members are not affected

    • Generate a new code anytime if needed


⚠️ Security note: Anyone with this code can add members to your company. Share it only with trusted partners.


Partner flow (Company B)

1) Verify the invite code

  1. Go to Members → Join
  2. Enter the code and click Verify
  3. You’ll see the host company name and available shared seats

2) Select members to join

  • Select members to join (Full Seat only)
  • Click Join {Company A}
  • Selected members join the host company as external members, and shared seats are used immediately

Next step: Assign projects (Host)

After partner members join your company, go to Members → External to:

  • Add them to specific projects
  • Adjust their project roles (within role caps)
  • Remove external members (releases shared seats)

FAQ


  1. Why don’t I see any projects after joining?

Joining adds you to the host company as an external member. Project access must be assigned by the host afterward.


  1. When are shared seats consumed?

Immediately after joining the host company (no approval).


  1. What if there are no available shared seats?

You won’t be able to join. Contact the host to free seats or adjust capacity (if supported).


  1. Is the invite code reusable?

Yes, until the host deletes it (or regenerates it, if supported).


  1. Can external members be granted higher permissions?

Only within caps: Admin up to Member, Project up to Manager.


  1. What happens when a shared member leaves the partner company?

When a shared member is removed or deactivated in the partner company, their external access in the host company is also removed automatically.


  • The member will be removed from the External Members list in the host company.
  • They will no longer be able to sign in and access any projects, tasks, reports, or data in the host company.
  • Historical records (such as comments, reports, approvals) created by this member remain for audit trail purposes.


This is designed for offboarding scenarios (for example, when an employee resigns).

The partner company can only add members to a host company. After the member has been shared, only host company admins can manage their roles and permissions inside the host company.


If the same person rejoins a partner company in the future, they need to be shared to the host company again.