When you set up a workspace for a client in EasyRequests, one of the first decisions is: how should people submit requests? Some clients just need a link they can bookmark. Others handle sensitive documents and need tighter controls. EasyRequests gives you three options per workspace — and you can mix and match across your client base.
Option 1: Public workspace — share a link, done
Anyone with the link can submit. No login, no account, no friction. This is the default and it works great for most scenarios. Your client bookmarks the link, submits an expense receipt or uploads a bank statement, and gets a tracking link via email. They never need to create an account or remember a password.
Best for: Monthly document collection, expense reimbursements, simple vendor bill submissions. Any situation where the priority is making it as easy as possible for the client to send you what you need.
**Example: **You manage bookkeeping for a small restaurant. The owner submits receipts once a month. A public link is all they need — they click it, upload the receipts, and you take it from there.
Option 2: Code-protected workspace — a shared access code
Same as public, but the submitter needs to enter an access code before the form loads. You set the code in workspace settings and share it with the client. This adds a lightweight layer of security without requiring anyone to create an account. Think of it as a PIN on a shared door.
Best for: Workspaces where you want to prevent random submissions but don't need individual identity tracking. Good for clients who share a single workspace across a small team.
Example: A property management company sends you vendor invoices. You give them a workspace with an access code. Anyone on their AP team can submit, but no one outside the company stumbles in.
Option 3: Private workspace — login required
Only invited members of your organization can submit. Each person logs in with their Google account, and every submission is tied to their identity. This is the most controlled option. You invite your client's team members to your organization, assign them the Member role, and they see only the workspaces you've given them access to. They log in, submit through the dashboard, and every action is logged with their name and timestamp.
Best for: Ongoing relationships with sensitive data. Clients whose teams submit frequently and where you need to know exactly who submitted what. Also useful when your client's team needs to track the status of their own submissions from a dashboard rather than individual tracking links.
Example: You handle bookkeeping for a medical practice. Their office manager submits W-9s for new vendors, their AP clerk submits invoices weekly, and the practice owner approves bills over a certain amount. Each person has their own login. The W-9 form uses encrypted fields for Tax IDs — and every submission, approval, and reveal is logged in the audit trail.
Mix and match across your client base
The key insight is that you don't have to pick one model for your entire firm. Each workspace has its own visibility setting. So you might have:
- 20 client workspaces on Public (the easy default)
- 3 on Code-protected (clients who share a team)
- 2 on Private (high-trust, high-sensitivity clients)
All of them live under your single organization. One dashboard, one plan, one bill.
How to set it up
In any workspace, go to Settings and look for Visibility. Pick Public, Code, or Private. For Private workspaces, head to your team page and invite client team members by email. They'll get an invitation link, sign in with Google, and land in the dashboard with access scoped to their workspace.
That's it. No complicated permissions matrix, no per-seat charges for client logins. Members are included in your plan — Starter supports up to 100, Growth up to 500.