How to Share a Group with a Guest
This article explains how to give an external person access to a specific Group, and how to manage that access over time.
Guest sharing is how you give clients, advisors, or other external collaborators visibility of selected Groups without making them an internal organisation member. Guests can only access Groups they have been explicitly shared into.
There are two things you can do:
- Share a Group with a guest
- Manage an existing guest share
Before You Start
You need to be a Tenancy Admin to manage guest sharing. If Share is not visible on a Group, you do not have permission to manage sharing for that Group.
If you are not yet familiar with how guest access works in StructureGram, Understanding Access, Teams, and Sharing is a good place to start.
Sharing a Group with a Guest
- Go to Groups.
- Find the Group you want to share.
- Click Share.
- Find Share With Guest.
- Enter the guest's email address.
- Choose their access level — Viewer or Editor.
- Click Share.
The guest receives an invitation to access that Group. If they are not already a StructureGram user, they can sign up using the invited email address. Guests can only access the Groups they have been explicitly shared into.
Managing an Existing Guest Share
You can review and update guest access at any time by opening the Share panel on the Group.
- Go to Groups.
- Find the Group.
- Click Share.
- Find External Guest Access.
From here you can:
Change access level Select a different access level — Viewer or Editor — for the guest.
Revoke access Temporarily remove the guest's access to this Group. The share remains in place but the guest can no longer see the Group.
Reactivate access Restore access for a previously revoked guest share.
Delete a share Permanently remove the guest's access to this Group. If they need access again in the future, a new share will need to be created.
Reviewing Guest Access Across Your Organisation
Tenancy Admins can see a tenancy-wide view of all active guest shares from Account Settings → Sharing. Use this to periodically review which guests have access to which Groups and remove any that are no longer needed.