Guest Collaboration
Multicollab supports real-time collaboration with both WordPress users and non-WordPress users (guests) through a flexible user invitation model. This enables content teams, stakeholders, and clients to collaborate directly inside the WordPress editor, without needing a full WordPress account.
How Guest Collaboration Works
- Post owners can invite anyone to collaborate on a post using the Share button at the top of the editor.
- A User Invitation popup allows them to enter email addresses and assign roles to both WordPress users and guests.
- Invited users receive a secure access link via email. This link expires in 24 hours.
- If the link expires or is lost, the post owner can resend the invitation.
- Once accessed, guests can interact with the post based on the assigned role — without needing to log into WordPress.
You can also manage collaborators from the Activity Center (right sidebar), where you’ll see a list of everyone with access to the post.
Roles and Capabilities:
Multicollab offers three levels of permissions for collaborators; each user can only have one role at a time.
🚨 Co-editor permissions are accessible only during real-time collaboration mode.
Viewer
- Can view post content and existing comments
- Cannot add, edit, or reply to comments
- Ideal for passive stakeholders or compliance reviewers
Commenter
- Can add comments and reply to existing ones
- Cannot edit, delete, or resolve comments by others
- Cannot modify the post content
- Best for editors and proofreaders
Co-Editor
- Can add, reply to, resolve, and delete comments
- Can directly edit post content in real time
- Ideal for contributors, collaborators, or senior editors
Managing Collaborators
Invite Users:
- Click the Share button in the post editor.
- Enter the guest's email address.
- Assign a role using the dropdown.
- Click Send Invitation.
Change User Role or Assign New Role to the User:
In the “People with Access” list (within the invitation popup), you can:
- Change a user’s role via the dropdown
- Confirm the change by clicking Done
Revoke Access:
- Click the Remove access option next to a user’s name in the “People with Access” list.
- This immediately revokes their ability to view or collaborate on the post.
When a guest with ‘Viewer’ access is upgraded to ‘Co-Editor’, their permissions update immediately to allow real-time editing and full commenting capabilities.