Understanding External Users in GoCo

What Are External Users?

External users in GoCo are individuals who are not regular employees of your organization but still require access to specific parts of the platform. They can be granted permissions in different ways depending on the level of access they need.

When you add an external user to GoCo:

• They will receive a notification at the email address you provide.

• The email will contain instructions on creating a temporary account.

• Workflow external users will have limited access to complete their assigned tasks in GoCo.

How to Use External Users in GoCo

External users can be added in the following ways:

1. User-Level Permissions

You can grant external user access as a user-level permission. This allows you to assign specific permissions to one person without affecting broader role-based permissions. This is useful when an external user only needs access to certain areas of GoCo without being a full administrator.

• How to add an external user to user-level-permissions. 
  • Navigate to company permissions > user-level permission > + add user level permissions > select add an external user from the drop down > provide email address.

2. Full Access Admins (use wisely)

In some cases, an external user may require full administrative access. This should be used cautiously, as full access gives the user complete control over your groups GoCo account. This setup is typically for external stakeholders who need full visibility and management capabilities.

• How to add an external user as full access administrator
  • Navigate to company permissions > full access admins > select add an external user from the drop down > provide email address.

3. Assigning to a Workflow Task

External users can be added to workflow tasks within GoCo. When you assign an external user to a task: 

• How to add an external user to a workflow task 
  
  • Navigate to workflows > create a workflow task inside of a workflow template > in the assignees portion of the task builder  > select "add external user"  > provide email address.

Common Use Cases for External Users

Organizations use external users for various reasons, including:

• External Accountants: Some businesses prefer to grant accountants access to payroll or financial reports without making them employees in GoCo.

• Owners Who Are Not Employees: Some business owners are not listed as employees but still need full administrative access.

• External Approvers or Reviewers in Workflows: Companies working with third-party professionals, such as benefit brokers, may need to grant access to review or approve specific workflows. This is especially useful for clients who do not use GoCo's Benefits Administration product but still need their broker to provide input.

Best Practices for Managing External Users

• Use the least privilege principle – Only grant the level of access necessary for the external user to perform their task.

• Regularly review external user access – Periodically check if external users still need access and remove them if they no longer require it.

• Ensure external users understand their access – Communicate the limitations of their account and any expectations for their role in GoCo.

By properly managing external users, you can maintain security while allowing necessary collaboration with external stakeholders. If you need additional help setting up external users, reach out to GoCo Support.

If you have additional questions please reach out to support@goco.io 

Published 3.20.2025