Learning Objective

By the end of this tutorial, you'll know how to invite external guests to specific Claap folders and recordings, control what they can access, and promote a guest to a full workspace member when their role changes.

Why this matters

Guests let you collaborate with people outside your workspace contractors, clients, or partners without giving them access to everything in Claap. Because guests are scoped to only the folders and recordings you explicitly share with them, you maintain control over sensitive content while still enabling external collaboration.

Prerequisites

You have an active Claap workspace with at least one folder or recording to share
You know the email address of the person you want to invite
You should already understand the different access levels available see Roles and permissions in Claap

What guests can and cannot do in Claap

Before inviting someone as a guest, it helps to know what that role allows. Guests are external, limited-access users they are not workspace members.

Guests can:

View any folder or recording they have been explicitly invited to
Comment on recordings where their permission is set to Can comment

Guests cannot:

Access any content outside the folders and recordings they were invited to
Create, edit, or delete folders or recordings
Edit workspace settings
View or add workspace members

If the person you're inviting needs broader access, consider inviting them as a workspace member instead, or follow the promotion steps in Phase 3 below.

Send a Guest Invitation

Open the share panel for the folder or recording

Navigate to the folder or recording you want to share with the external guest. Click [Share] in the top-right corner of the screen.

This opens the sharing panel, where you can add people by email.

Enter the guest's email address and send the invitation

In the sharing panel, type the guest's email address and click [Invite].

Claap sends the guest an email containing a direct link to the folder or recording. If the guest does not already have a Claap account, they can sign up for free to access the content you shared.

Restrict Access to Invited Guests Only

Check the folder's visibility setting

After sending an invitation, verify that the folder containing the recording is not set to public visibility. A publicly visible folder allows anyone with the link to access the content bypassing the guest invitation entirely.

Go to the folder settings and confirm visibility is set to a restricted option, not public.

Disable the public link if needed

If the recording has a public link enabled, disable it to ensure only invited guests can access the content. This prevents unauthorized access in cases where the link has been forwarded or shared outside your intended audience.

Adjusting both the folder visibility and the public link status gives you the strongest access control for guest collaboration.

Promote a guest to a workspace member

If a guest's role expands : for example, a contractor becomes a full-time hire, you can upgrade their account to a workspace member without re-inviting them.