💡 Important Note: The "External members" must have paid seats.
If you need to invite someone to submit information on behalf of another stakeholder, this person is called an external member in Clustdoc. It's the middle person, either working outside or inside your company, who is going to be in charge of submitting the information on behalf of the actual recipients.
External members don’t own the application themselves, but they can upload documents, fill in forms, and help move the process forward for someone else. This means that external members are considered business users submitting applications as part of their jobs.
Example of external member
You need to onboard employees of Company TOTALICA to your services. TOTALICA HR Manager is responsible for submitting the applications on behalf of the employees. The HR Manager would then be an external member.
How to set up external members ?
To add an external member to your account :
Click on your Profile picture > Settings > Users > Manage Users
Add the information of your external members
Pick the role “External members” for this person (Learn about Roles and Permissions here) and set up advanced options.
The teammate will receive an invitation to join your company account.
Authorized processes
In the "authorized processes" box, there are 3 options:
All your processes (primary stakeholders): It gives access only to the main stakeholders.
All procedures (all stakeholders): it gives access to all stakeholders.
Custom: you can choose the stakeholders who are allowed to have access to each process. (Eg. In the "ValueFirst" process, the primary stakeholder will not have access).
Optional : Tagging applications created by external members
Using the tagging system, you can make sure applications submitted by external members are automatically tagged in your system.
If you haven't yet created tags, you can just add them there, the list of tags will show in your list of applications.
External member experience
Now that you have added an external member, they will receive an email with a temporary password, and then they can create new applications.
💡To see the list of your external members, go to your team users section and select 'External users' on the right-hand side