Managing client permissions and access levels in GuideCX projects

If you’re running projects in GuideCX, you know that client access is a double-edged sword. Too much, and you risk chaos—or worse, a client editing something they shouldn’t. Too little, and your clients are left in the dark, pinging you for updates you wish they could just see for themselves. If you’re tired of guessing who can do what, this guide’s for you.

Below, I’ll break down how to manage client permissions and access levels in GuideCX projects, what actually matters, and which settings you can stop obsessing over.

Why Permissions in GuideCX Actually Matter

Permissions aren’t just a checkbox. They control what your clients can see, change, and mess up (or hopefully, not mess up). Nail them, and your projects run smoother. Get them wrong, and you’ll spend your Friday night fixing a client’s “helpful” edits.

GuideCX splits user permissions into roles and access levels. Here’s what that means in real life:

  • Roles decide what someone is supposed to do (e.g., client, internal team, admin).
  • Access levels determine what they can actually see and touch inside a project.

The trick? Most clients only need to see progress and add comments. But GuideCX can do a lot more—sometimes, more than you want.

Step 1: Understand the Main Permission Levels

Before you start tweaking, know what’s actually possible. GuideCX has a few main permission categories for clients:

  • View Only: They can see project status and tasks, but can’t change anything.
  • Can Complete Tasks: They can check off tasks assigned to them, add attachments, and leave comments.
  • Can Edit Tasks: They can edit task details, deadlines, or even reassign tasks. (Honestly, avoid this unless you really trust them.)
  • Full Project Access: They can edit project settings, invite others, and basically do anything you can. Use with extreme caution.

Pro tip: Most clients are happy with “Can Complete Tasks.” It gives them enough control to move things forward, but not enough rope to hang the whole project.

Step 2: Assign Roles When Inviting Clients

When you invite a client to a GuideCX project, you choose their role and access level. Here’s how to keep it simple:

  1. Go to the project dashboard.
  2. Click “Invite” or “Add Client.”
  3. Enter the client’s email and name.
  4. Choose their role.
  5. For most clients, stick with the default “Client” role.
  6. Set their access level.
  7. For 95% of cases, “Can Complete Tasks” is the sweet spot.
  8. Send the invite.

What Actually Happens

  • Clients get an email invite.
  • They log in and land on the project.
  • Their view is limited to what you picked.

If you’re worried about them seeing sensitive info, check what’s visible before sending the invite. You can always create a test account to see the client view for yourself.

Step 3: Adjust Permissions Mid-Project (Because Things Change)

Sometimes, clients need more (or less) control as the project evolves. Maybe they’ve earned your trust, or maybe they’re clicking around too much.

To change permissions:

  1. Open the project.
  2. Find the client in the participant list.
  3. Click the three dots (or “Edit” next to their name).
  4. Change their access level or remove them if needed.
  5. Save changes.

Heads up: Changes are instant. If you lower permissions, clients lose access right away. If you raise them, they might get confused by new options, so give them a heads-up.

Step 4: Use Groups (for Larger Clients)

If you’re working with a big client team, setting permissions one by one is a hassle. GuideCX lets you create groups:

  1. Go to “Participants” or “Teams” in your project.
  2. Create a new group (e.g., “Client Managers”).
  3. Add users to the group.
  4. Set group permissions—applies to everyone inside.

Now, you can change permissions for the whole group in one go. This works well when you have different client contacts who need slightly different access. For example:

  • Decision makers: “Can Complete Tasks” + limited edit rights.
  • Observers: “View Only.”

Don’t overthink it. Most clients will tell you if they need more access—but it’s rare.

Step 5: Troubleshoot Permission Headaches

Even with the best setup, you’ll run into issues. Here’s what usually goes wrong (and how to fix it):

  • Client says they can’t see a task: Double-check if the task is assigned to them, and if their access level is high enough.
  • Client edits something they shouldn’t: Lower their permissions (see Step 3). Remember, “undo” is limited in GuideCX.
  • Client can’t upload files or comment: Make sure they aren’t set to “View Only.”
  • Client invites someone else: If you didn’t want this, drop their access to “Can Complete Tasks” or lower. Only higher access levels can invite others.

If GuideCX’s permission logic feels confusing, you’re not alone. Sometimes, the best way to test is to create a fake client account and walk through the process yourself.

What Works (and What Doesn’t) in Real Projects

What works:

  • Default roles. Don’t reinvent the wheel—GuideCX’s defaults are good enough for most cases.
  • Less is more. The fewer people with edit access, the fewer surprise headaches.
  • Clear communication. Tell clients what they can (and can’t) do. Saves you from explaining later.

What doesn’t:

  • Giving everyone admin rights. Just don’t. One slip-up, and you’ll wish you hadn’t.
  • Over-customizing permissions. You’ll spend more time managing settings than running the actual project.
  • Assuming clients know the system. Most don’t. A 30-second walkthrough goes a long way.

Ignore These (Unless You Love Overcomplicating)

  • Custom permission profiles for every single client. Unless you’re running projects for NASA, stick to the basics.
  • Granular notifications toggles. If clients want fewer emails, they can unsubscribe. Don’t micromanage.
  • Tracking every permission change. If you need a full audit log, you’re probably in the wrong tool.

Quick Reference: The “Set It and Forget It” Setup

For 90% of projects, here’s the setup that just works:

  • Role: Client
  • Access level: Can Complete Tasks
  • Group them if there’s more than 3 people from the same client.
  • Check the “client view” once before launching.

If someone needs more, they’ll ask. If they mess up, you can always dial permissions back.

Final Thoughts: Keep It Simple, Adjust as Needed

Client permissions in GuideCX don’t need to be a science project. Start with the basics, err on the side of less access, and tweak as you go. The perfect setup is the one that keeps your project moving and your inbox quiet. Don’t let permission anxiety slow you down—set it, check it, and get back to work.