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FAQs for External Portals

Registration & Login Issues​

Q1: I’ve authorized WeChat login—why am I still required to enter my phone number and verification code?

External user accounts are created based on valid mobile phone numbers. The number linked to WeChat may no longer be in use. Therefore, even after WeChat authorization, users must verify their phone number the first time. After that, the phone and WeChat account are bound, enabling direct login via QR code scan.

Q2: If I register as an external user for multiple applications, does that count as one account or multiple?

It counts as multiple accounts. Each application registration is treated as a separate account and occupies a separate billing quota if applicable.

Q3: Can each application bind its own WeChat Service Account?

No. A single organization can bind only one WeChat Service Account, which is shared across all its applications. One Service Account can only be bound to one organization.

Q4: After binding a WeChat Service Account, how do users log in via WeChat?

You can embed the external portal link into the Service Account’s menu. Users can log in by tapping the menu item. As long as users have the external portal QR code or link, they can log in anytime.

Q5: Must users follow the WeChat Service Account to log in via WeChat scan?

No. They only need to authorize during the scan. However, to receive WeChat notification messages, they must follow the Service Account.

Q6: If the same person joins multiple external portals, how do they access them?

After logging into one application, they must scan the QR code of another application’s external portal to log in—switching between apps directly is not supported.

External User Billing​

All plans include 100 free external user licenses. If you need more, you can purchase additional external user packs. The more users you buy, the lower the per-user cost.

Click here for details

Differences Between External Users and Organization Members​

There are three types of user identities in the system:

  • Organization Members: Registered platform users who have joined a specific organization. They can access all modules and features granted to them.

  • External Collaborators: Registered platform users who haven’t joined the current organization but have been invited to specific modules. They may be full members in another organization.

  • External Users: Temporary or lightweight users who access an external portal provided by a specific application.

1. Billing​

  • Organization Members: Paid license required (Free plan supports up to 10 members).
  • External Collaborators: No billing impact.
  • External Users: Require a license (100 free users included).

2. Login Methods​

  • Organization Members and External Collaborators are full platform users—they can log in via HAP App or Mini Program.
  • External Users can only log in via Web (WeChat or mobile browser). HAP App and Mini Program are not supported.

3. App Access Scope​

  • Organization Members and External Collaborators can access all joined apps and modules after one login.
  • External Users can access only the current application they logged into. To access other apps, they must log in again via a different portal link or QR code.

4. Feature Limitations​

External Users:

  • Cannot access Collaboration Suite, Contacts, or Chat.
  • Cannot receive messages from workflow nodes like Send Internal Notification, Approval, or Fill In nodes.
  • Cannot be assigned departments or manager-subordinate reporting lines.
  • Can only be assigned to one role.

External Collaborators:

  • Cannot have department or reporting hierarchy.
  • All other features are supported.

Organization Members:

  • All features are supported.