Inviting guest users to view cases

2026-01-21Last updated

To share a specific case with someone who does not have a Clearance account, without allowing them to search or view other cases, you can invite this person as a guest user.

What you should know

Guest users cannot perform searches in the system and cannot access the Configurations menu. Regular users have full access but can only access the Configurations menu if they are part of the Account Administrator group. For more information, see the following:

Procedure

  1. Open an existing case or create a case.
  2. If you are a regular user inviting a guest user, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. In the Invite guest user window, enter the email address and name of the person you want to invite, and click Invite.
    The Invite guest user window in Clearance showing invitee email address, first name, and last name.
  3. If you are a regular user inviting a guest user that has a Clearance account, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. In the Invite guest user window, enter the email address and name of the person you want to invite, and click Invite.
    3. Select the users that you require from the list and click Add.
  4. If you are a guest user inviting a guest user, do the following:
    1. In the Permissions section, click > Invite guest user .
    2. Type the email address of the guest user that you want to share the case with.
    3. Click Invite.
      The Invite guest user window in Clearance showing invitee email address, first name, and last name.
      The person's email address is displayed in the Permissions section for the case, and an email inviting the guest user to join Clearance is automatically sent.
  5. (Optional) Specify an expiration date for the guest user's access to the case.
    The default is Never expires.
    Note:
    You cannot specify an expiration date for a guest user with Manage permissions.
    1. Under the guest users name, click Modify the expiration date ().
    2. Clear the Never check box and enter an expiration date or use the calendar picker to choose a date.
    3. Click Modify to confirm the changes.
  6. (Optional) If needed, modify the user's access permissions to the case, and then click Save.
An email is automatically sent to the guest user, inviting them to view the case details. After activating their account and logging on to the system, the user will only have access to the case that they were invited to view.

Example

Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages.

After you finish

When you invite a guest user to view a case, the system automatically creates a user account for the guest, with the Type field set to Guest. From the Configurations menu, you can access the user account to edit all of the fields as needed.