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External Portal FAQs

Registration & Login​

Q1: I’ve already enabled and authorized WeChat login. Why do I still need to enter my phone number and verification code?

External user accounts are created based on a valid mobile number. The phone number linked to your WeChat may be outdated or invalid.
Therefore, upon your first login via WeChat, you’ll still be asked to log in using your phone number and verification code.
After that, your phone number will be linked to your WeChat, allowing you to log in directly via QR code in the future.

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

It counts as multiple accounts. If your organization is on a paid edition, each account will consume a billing quota.

Q3: How should one person use multiple external portals across different applications?

After logging into one application, you cannot switch between applications directly.
To access another application, scan that application's QR code to log in.

External User Billing​

All editions come with 100 free external user slots.
If you need more, you can purchase additional user packs. The more users you purchase, the lower the unit price.

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Differences Between External Users and Internal Organization Members​

In the system, there are three types of user roles: Internal Members, External Collaborators, and External Users.

  • Internal Members: Registered users who have joined an organization. They are considered internal members and have full access to all platform features.

  • External Collaborators: Registered users who have not joined the current organization but have been invited to participate in specific modules within the organization, such as projects, tasks, or groups.

    • An external collaborator in your organization may be an internal member of another organization. Likewise, someone from your team can be an external collaborator in another organization.

  • External Users: Individuals who access specific apps via public portals opened to the outside. These users are created based on simplified registration (typically via phone or WeChat) and interact only with a specific application.

1. Billing​

  • Internal Members: Counted towards paid user quota (free edition supports up to 10 users).
  • External Collaborators: Do not consume paid user quota.
  • External Users: Counted towards paid quota (100 free external users included).

2. Login Access​

  • Internal Members and External Collaborators are full registered users and can access the platform via mobile app or mini programs.

  • External Users can only log in via web browser (WeChat or mobile browser). App and mini program access is not supported.

3. Accessible Applications​

  • Internal Members and External Collaborators can access all modules and apps they have joined with a single login.

  • External Users can only access one app at a time—they must re-scan a QR code or follow a dedicated link to log in to other apps.

4. Feature Limitations​

External Users​

  • Cannot use collaboration suite features, Contacts, group discussions.
  • Cannot receive internal messages via workflow nodes like “Send Internal Notification,” “Approval,” or “Fill In.”
  • Not associated with any department or manager-subordinate relationships.
  • Can be assigned only one role.

External Collaborators​

  • Cannot be associated with departments or manager-subordinate relationships.
  • All other internal features are supported.

Internal Members​

  • Full access to all features, including workflows, Contacts, chat, hierarchy, and app collaboration.