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Notice: Multi-factor authentication (MFA) is now required for all iGUIDE Portal accounts. Learn how to set up MFA to avoid any disruption to your access.

How to Set Up and Manage Sub-accounts

Updated

Overview

The iGUIDE Portal uses specific account types to manage team workflows and security. A Sub-account is designed for internal team members like staff photographers, editors, and office workers. It gives each user an independent, secure login while keeping company data organized.

In This Article

What is a Sub-account?

A Sub-account is a branch of a main Operator account.
  • It is built for team members, employees, or photographers.
  • It requires a unique login email, password, and individual Multi-Factor Authentication (MFA) setup.
  • It links directly to the main Operator account, allowing the Operator to monitor all activity..

Sub-account Permissions

Sub-accounts can handle daily tasks but have strict limits to keep the primary account secure.

What Sub-accounts CAN do:

  • Create iGUIDEs: They can upload data and start new projects.
  • Edit iGUIDEs: They can act as an Editor or Manager to create update requests, edit floorplans, labels, and gallery images.
  • View Data: They can access the iGUIDE Portal to view and share iGUIDEs.

What Sub-accounts CANNOT do:

  • See Billing: They cannot view the main Operator's financial details or payment methods.
  • Change Main Settings: They cannot alter the primary Operator account configuration.

Creating a Sub-account & The Invitation Process

Only the primary Operator account holder can start the setup process for new team members.

  1. Operator Log In: Log into the iGUIDE Portal (manage.youriguide.com).
  2. Navigate Menu: Go to your Dashboard.
  3. Add New Account: Click on Create Sub-account.
  4. Enter Worker Details: The Operator enters the worker's first name, last name, and email address into the portal.
  5. Send Invitation: Click Create to trigger the system to automatically send an email invitation to the new worker.
  6. Password & MFA Setup: The worker clicks the invite link in their email, creates their own password, and use their personal mobile device to complete their independent MFA setup.

Managing iGUIDE Visibility Between Accounts

Future iGUIDEs: Default Editor Settings

To ensure team members can automatically see and collaborate on all new projects going forward, configure account defaults:

  • Every user (the Operator and each Sub-account) must log into their portal space.
  • Go to the account default settings menu.
  • Add the email addresses of the other team members as permanent Default Editors.
  • Any new iGUIDE ordered after this setup will automatically include those team members as editors, allowing them to view and modify the project instantly.

Older iGUIDEs

For iGUIDE projects that were created before the Sub-accounts were added as default editors, visibility does not update automatically. You can update these projects in two ways:

  • The Manual Method: The main Operator can manually visit individual past iGUIDEs, scroll to the Editors section under iGUIDE Collaborators, and type in the email address of the Sub-account.
  • Contact Support: If you have a large number of older iGUIDEs that need to be updated and the manual method is too laborious, please reach out directly to the iGUIDE Support Team for assistance.

FAQs

Q: Why are Sub-accounts necessary now? (The MFA Shift)
A: In the past, some teams shared a single login. However, since July 6, 2026, the iGUIDE Portal now requires Multi-Factor Authentication (MFA) using a Time-based One-Time Password (TOTP) app. Because a TOTP app is tied to a single physical device, remote team members cannot easily share a login. Sub-accounts solve this by giving each worker their own personal login credentials and individual MFA setup.

Q: Can clients be given a Sub-account?
A: Yes, but it is not recommended unless they are supposed to be actively creating and scanning iGUIDE projects. If a client only needs to view, the iGUIDE public link should be shared with them.
 
Q: What happens if a Sub-account forgets their password or loses their MFA device?
A: If a Sub-account loses access to their MFA device, they can use the backup recovery codes provided to them during the initial MFA setup process. If they do not have their recovery codes, they must reach out directly to iGUIDE Support to reset their access.
 
Q: What should a team member do if they did not receive their email invitation?
A: Have the recipient check their spam or junk folder first. If the email is missing, the Operator can log into the portal, navigate back to the user list, and trigger a fresh invitation link to be resent to the recipients email address.

 

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