Guest Invite is a method of inviting people, counted separately from any internal Owner / Team Administrator / Group Administrator / Created user / View-only user, designed for information sharing only (viewing only / not included in aggregation for Training, Development, Usage Report, etc.).
Dive counts the following two separately.
- Number of accounts: For regular operators (can use Create, Edit, Training, Usage Report, etc.). The "Number of accounts" in your subscription plan corresponds to this.
- Guest Invite: For partners, vendors, on-site staff, etc., who you do not want to mix into normal Dive operations (viewing only)
User permissions are changeable at any time freely, and when you change permissions, the count automatically switches between the two (Example: When you change a View-only user to Guest, one Number of accounts slot opens up and you use one Guest Invite). There is no "once you make someone a guest, you cannot revert" rule.
What you can and cannot do with Guest Invite
- SOPs are view-only (you cannot create or edit)
- Not subject to Training (Courses) or Development (Skill Map)
- The SOP list does not display in folder hierarchy, showing only the SOPs that person can view on one screen (no internal organization structure leaks out)
- Guest viewing is not included in aggregation for Usage Report etc. (the guest themselves can still use My View history and Favorites normally)
Guest Invite vs. External Sharing URL: which should you use?
There are two ways to share SOPs externally: ① External Sharing (viewing URL that does not require login) and ② Guest Invite (this article). Here is a rough guide on how to use each.
- External Sharing: Issues one URL per SOP. Suited for one-off, point-in-time sharing like "I want to show only this one SOP to this contact". No setup needed on their end (just open the URL).
- Guest Invite: Shows multiple SOPs together at folder level. Suited for people you want to show multiple SOPs to continuously, such as long-term contractors or on-site staff. Also useful when you want to enforce audit logs, IP restriction, or SSO.
For detailed comparison and a decision chart, see SOP Sharing to External Parties: Usage Guide.
Applicable Plans and Number of People
"Number of accounts" and "Guest Invite" are counted separately, and the following limits are set for each plan. For plans that support Guest Invite, three times the Number of accounts is provided (Example: For Core plan, Number of accounts is 25 / Guest Invite is 3 times that, 75 people)
When you purchase one additional account, Guest Invite automatically increases by 3. When you change a user's permissions, their count automatically switches between Number of accounts and Guest Invite.
Specifying which folder to give Guest Invite users access to
Guest Invite users can only view SOPs in folders where [Allow Guest User Access] is turned ON.
- Open the target folder and click [Folder Settings]
- In the Access Restriction Settings modal, turn ON [Allow Guest User Access]
- After saving, the SOPs in that folder will appear on the guest's screen (displayed together on one page in a list)
For details, see Folder Access Restriction Settings.
Inviting as Guest Invite / Changing existing users
For new invitations, use the same process as normal email invitations from the user invitation screen, setting the role to [Guest]. For invitation instructions, see Add user (Email invite / Issue email-free account).
You can also change existing registered users to Guest Invite (or switch them back from Guest to View-only user or higher) anytime, freely from the User Management screen. No need to invite them again or re-register.
Cases where Guest Invite is not suitable (Owner to View-only permissions recommended)
Since Guest Invite is for information sharing only, we recommend using Owner to View-only permissions in the following cases.
- You want the other party to create and edit SOPs too: Guest Invite does not allow Create, Edit, or Upload. If collaborative editing is needed, issue Created user or higher.
- You want to assign Training (Courses) or track completion status: Guest Invite is not subject to course assignment. If training is needed, invite as View-only user or higher.
- You want to evaluate and record capability in Skill Map: Guest Invite is not subject to Development (Skill Map). If development tracking is needed, invite as View-only user or higher.
- You want to track that person's viewing activity in Usage Report: Guest Invite viewing is not included in aggregation. For internal team members where viewing visibility is needed, we recommend View-only user or higher.
- You want that person to search for SOPs by folder hierarchy: The guest screen shows only a list with all SOPs together, and cannot display folder Tree view. For internal use where hierarchy is operationally important, View-only user or higher is more suitable.
Conversely, if even one of the following applies, we strongly recommend using Guest Invite.
- The other party is external (partners, vendors, on-site staff, etc.) and you do not want to reveal your internal organization structure
- You do not want them to be subject to Training or Skill management, but you do want to place them under Audit log, IP restriction, and SSO control
- You want their viewing to be not included in internal reports for aggregation
Frequently Asked Questions
Q. Which should I use, Guest Invite or External Sharing URL?
A. If they will be viewing continuously over time, use Guest Invite; if it is one-off, use External Sharing URL. You can decide easily with the usage guide decision chart.
Q. Can I change someone from Guest Invite back to a normal user (View-only user or higher) later?
A. You can change them anytime. Just change the role from the User Management screen and their count automatically switches from Guest Invite to Number of accounts (and vice versa, of course). No need to invite them again or re-register.
Q. Is Guest Invite counted in my Number of accounts?
A. No. You use one Guest Invite per person, but it is counted separately from Number of accounts. For Core or higher plans, 3 times the Number of accounts is automatically provided (Core=75 / Pro=150 / Enterprise=300).
Q. Can I use View-only user instead if the external party does not need Training and Development management?
A. We recommend Guest Invite for external parties, as a general rule. View-only users see the same screen as internal team members, so folder names and internal arrangements from other departments will be visible (even if they cannot see the contents, they can see the folder names). Guests cannot see the hierarchy, so only the SOPs they can view are shown on one screen without folders, and your internal organization information does not leak out.
Conversely, if you want internal team members to view only / be subject to training / be tracked in Usage Report, Owner to View-only permissions (View-only user or higher) is more suitable.
Q. Can I have someone create SOPs as a Guest Invite?
A. No. Guest Invite is information sharing only, and Create, Edit, and Upload are not allowed. If creation is needed, use Created user or higher.
Q. Can I apply IP address restriction or SSO to Guest Invite users?
A. Yes. Guest Invite users are under the same team security settings as normal users, so they are subject to IP address restriction, SSO control, and Audit log.
Q. Can I invite internal team members as Guest Invite?
A. Yes. You can run any internal or external party as Guest Invite if you want them to view only. However, they will not be subject to Training (Courses) or Development (Skill Map).
Q. Can guests see the folder hierarchy in the SOP list?
A. No. Guests see only the SOPs they can view displayed together on one screen without folders. They cannot see the hierarchy, so folder names and internal arrangements do not appear (this is by design to prevent leaking internal organization structure).
Conversely, if you want internal team members to search for SOPs by hierarchy, Owner to View-only permissions (View-only user or higher) is more suitable.
Q. Can I see Guest Invite viewing history in the Usage Report?
A. No, it is not included in aggregation. Guest viewing is not included in aggregation for Usage Report, Viewing records modal, Stumble tab, etc. (the guest themselves can still use their own View history and Favorites normally). For tracking viewing activity on your management side, we recommend Owner to View-only permissions (View-only user or higher).