Guest Sharing
Context and Why This Exists
Guest sharing lets you give an external person access to one selected group without making them an internal organisation member.
Use this for clients, external advisers, lenders, or other collaborators who should only see specific shared groups.
What the Feature Does
A guest share is explicit and group-specific.
Guests:
- Can only access groups directly shared with them.
- Do not inherit access from open groups.
- Cannot be added to teams.
- Cannot manage group access.
- Cannot access organisation settings, billing, team management, or unrelated groups.
How to Share a Group
- Go to Groups.
- Find the group you want to share.
- Click Share.
- Enter the guest's email address under Share With Guest.
- Choose Viewer or Editor.
- Click Share.
The guest receives access to that group only. If they are not already a user, they can accept the invitation and sign in with the invited email address.
Guest Permission Levels
| Guest level | What it allows |
|---|---|
| Viewer | View the shared group and its permitted diagrams/data. |
| Editor | View and edit permitted group content. |
Guests cannot be Group Manager. They cannot invite other users, revoke access, delete group data, or manage teams.
Managing Existing Guest Access
Use External Guest Access in the group Share dialog to:
- Review guests who have access.
- Change a guest between Viewer and Editor.
- Revoke access temporarily.
- Reactivate a revoked share.
- Delete the share entirely.
Account Sharing View
The Account > Sharing page gives administrators a tenancy-wide view of external guest access. Use it to review guest memberships and direct group shares across the organisation.
Edge Cases and Expected Behavior
If a guest has no active group shares, their organisation membership may be treated as revoked until they are shared into a group again.
If the same guest is shared into another group later, the new group share can be activated without asking them to accept a second invitation.
If Share is not visible on a group, you do not have permission to manage access for that group.
Best Practice
Share the minimum access required. Start with Viewer unless the guest needs to update group content.
Review Account > Sharing periodically to remove guests who no longer need access.