Guest user access for events

Guest user access lets you grant temporary, restricted access to external participants — such as volunteers, contractors, or temporary staff — so they can help run an event without accessing the wider system or sensitive data. Guest users log in with a PIN-based login and can perform specific event-related activities such as Calls or Visits, but cannot reach menus, profiles, or unrelated data. Guest access is configured within the event's Details section and is scoped to the duration and purpose of that event.

This guide covers the event half of guest access. For the contact half, read Guest access (giving a contact a limited login). Guest access only works when both halves are in place: an access PIN generated on the event, and guest access enabled on each person's own profile. This guide owns the event setup — enabling the feature, generating PINs, and what guests can and can't do. The companion guide owns the profile side — the Guest user access panel and its fields, and how to tell which contacts already have a guest login. If you are setting guest access up for the first time, read both.

Enabling guest access on an event

Turn the feature on from the event's settings to add the dedicated setup step.

1. Create or edit an event.
2. Open the Details section of the event.
3. Open the Settings dropdown.
4. Enable Guest User Access to allow external participants to access the event using a PIN login.

Once enabled, a new Guest Access step appears at the top of the event setup.

Creating guest access for calls or visits

Each guest access entry is tied to a single call list or visit list and generates its own PIN.

1. Open the Guest Access step within the event.
2. Use the first dropdown to select the access type:
   • Calls guest access
   • Visits guest access
3. Use the second dropdown to select the specific:
   • Call list
   • Visit list
4. Select Create.

A row appears in the table showing the call list or visit list name and a generated access PIN. This PIN is what guest users will use to log in.

Editing guest access settings

You can refine each guest access entry after it is created.

1. In the Guest Access table, select the three dots on the relevant row.
2. Select Edit.
3. Configure based on the access type:
   • For Visits: configure which system users guests are permitted to select as visited by.
   • For Calls: enable or disable VoIP access for guest callers.
4. Save changes once configuration is complete.

Enabling guest access on a contact

A contact must have guest access enabled on their own profile before they can log in — even if they have a valid PIN. In short: open the person's profile, select Show more in the quick actions beside the business card, then Guest access, tick Enable, choose the email address or mobile number they will log in with, and select Save.

Only contacts with guest access enabled will be able to log in. The full profile-side steps, including what each field in the Guest user access panel does and how to spot contacts who already have a guest login, are in Guest access (giving a contact a limited login) — read that guide as well as this one.

The guest login process

Guest users log in through a dedicated URL, separate from the main SwiftFox login.

1. Go to the guest login URL: https://app.swiftfoxcrm.com/account/guest
2. Enter the login detail configured on the contact profile (email or mobile).
3. Enter the event-specific access PIN.
4. Select Login.

Once logged in, the guest user is taken into a restricted environment tied to the event, call list, or visit list.

Guest user experience and restrictions

Guest users operate inside a deliberately limited environment. They can:

• Access only the call or visit assigned to the PIN.
• Conduct calls or field visits using standard SwiftFox workflows.
• Complete forms, record outcomes, and add notes related to the activity.

Guest users cannot:

• Access the left-hand navigation menu.
• Navigate to other features or system areas.
• Edit contact profiles.
• Create or edit posts.
• Create tasks.
• Add contacts to other events.
• Make any changes outside the scope of the assigned activity.

Visibility and privacy controls

Guests can view the contextual information they need to complete their task, but cannot modify it. They can see:

• Recent calls.
• Basic profile details.
• Historical posts.
• Tasks related to the contact.

Guest identity is protected in reporting:

• In call history, calls made by internal users show the user name.
• Calls made by guests appear as guest access.
• Guests cannot see the identity of other guest users.

How guest access relates to the rest of SwiftFox

A few things to keep in mind about scope and security:

• Guest access is event scoped and controlled through the event setup.
• Access is limited to the call list or visit list selected when the PIN is generated.
• Guest access works alongside the Calls and Visits features.
• This enables secure external participation without exposing full CRM access.

FAQs

Who is guest access designed for? External participants such as volunteers, contractors, or temporary staff.

How do guests log in? Using their contact login detail (email or mobile) and an event-specific PIN at the guest login URL.

Can a guest access the rest of SwiftFox? No. Access is strictly limited to the assigned call or visit.

Can guests see contact information? Yes. They can see limited contextual information needed to complete calls or visits, but cannot edit it.

Can guests see other guest activity? They can see that a guest performed an action, but not which guest.

Can guest access be disabled? Yes. It can be disabled on the contact profile, or by removing the event PIN.

What happens when a guest logs out? Their session ends and access is removed until they log in again with a valid PIN.

Related

• Guest access (giving a contact a limited login) — the contact half: the Guest user access panel on a profile, the login details a guest uses, and the Guest User line on the business card. Read it alongside this guide; guest access needs both halves in place.