> For the complete documentation index, see [llms.txt](https://docs.spreo.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.spreo.io/boards/share-your-board.md).

# Share your board

Sharing & inviting collaborators

### Protected boards

All boards are protected by default to your team, so only members of the team can access the board immediately. Everyone else will join a waiting room and have to request access to the board.

1. Choose your board protection level in sharing settings
2. Copy the board link or send email invites
3. Optional - accept any join requests from temporary external guests

### Sharing Settings

You can change who gets instant access in a board's Sharing settings: Team Only, your Organization, or Open. This removes the board protection and waiting room for members of the Team, licensed members of the Organization, or anyone with the link, respectively.

Your Organization Account's [Access Controls](/management/security-and-access-control.md) determine if people joining a board can join to participate as a licensed member, or as an external guest.

Boards can be viewed and joined by guests immediately when the share settings have been set to "Open" (subject to your plan's guest limits).

<figure><img src="https://2875185778-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FwEhLPSRTDuhd61395hZu%2Fuploads%2FWRo2ok4aOZIpLdRKnEaw%2Fshare-options.png?alt=media&#x26;token=9cac91d3-0ff1-47db-b6b3-0e0e489b34e7" alt=""><figcaption></figcaption></figure>

#### Sharing permissions explained

<table data-header-hidden><thead><tr><th width="189">Label</th><th></th></tr></thead><tbody><tr><td><strong>Team Only</strong></td><td>Your team members have instant access to participate on the board.<br>Everyone else must request access to the board.</td></tr><tr><td><strong>Organization</strong></td><td>Any licensed member of your Organization Account has instant access to participate on the board.<br>Any non-licensed people can attempt to join as an external guest.</td></tr><tr><td><strong>Open</strong></td><td>Anyone with the link can view the board, and can attempt to join as a guest.</td></tr></tbody></table>

### The waiting room

When someone without instant access opens a protected board, they see 'You need permission to join this board' and can click 'Ask to join'.

<figure><img src="https://2875185778-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FwEhLPSRTDuhd61395hZu%2Fuploads%2FKPXrlHh1Bqu455vG7ciN%2Fprotected-board-waiting-room.png?alt=media&amp;token=67aa7e7d-2112-4ab6-ab11-c99137212a22" alt="The Protected Board screen with Ask to join and Go back"><figcaption></figcaption></figure>

People on the board hear a knock, and team members see a notice at the top of the board showing how many people are waiting, with Allow and Deny options.

<figure><img src="https://2875185778-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FwEhLPSRTDuhd61395hZu%2Fuploads%2Fcyi9g0489YAOO0sirViA%2Fjoin-request-notification.png?alt=media&amp;token=c6faa991-5269-49a6-bb75-41053afcb343" alt="The 1 person waiting notice, with Allow and Deny for the person asking to join"><figcaption></figcaption></figure>

* Any member of the team can let people in. You do not need to be the Host, and a meeting does not need to be running.
* 'Ask to join' is only available while a team member is on the board to answer, and there is a short wait between repeat requests.
* If all of the board's guest slots are in use you will see a 'Guest Limit Reached' message. Remove a guest to free up a slot before admitting someone new.

### Invite by email

You can invite via email directly from the board. This grants instant permission for the invitee to join the board quickly. You can invite them as either a Member or Guest. Your plan allocations are shown at the bottom of the invite window:

<figure><img src="https://2875185778-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FwEhLPSRTDuhd61395hZu%2Fuploads%2FlY5MtkA9T1jqwK18V58d%2Fshare.png?alt=media&#x26;token=8d29e9c4-57be-48c3-b25e-39b7fd0b6a36" alt=""><figcaption></figcaption></figure>

*Please note: People joining the board are still subject to member and guest seat allocations, driven by your plan.*

### Guests

External collaborators can be invited as a "Guest" - this allows you to work securely with people outside your team, such as clients, partners, and external contractors.

Guest limits apply, depending on your plan. For example:

* Business: 2 guests per board
* Enterprise: 20 guests per board

### How to share with Guests

1. Copy and share the board link with the intended guest or invite them by email. Depending on your sharing settings (see the top of this page 👆) the board will be visible or protected.
2. They can then choose to sign in or use a temporary profile to join the board.
3. If the board is protected you will get a notification while on the board that someone is waiting to join.
4. You can accept, and subject to your guest limits, they will join the board and can participate.

### What can Guests do?

Guests use all tools enabled for them by the Host, such as sticky notes, pen, images etc.

Guests cannot:

* Create boards
* Start, edit, or run a meeting
* Use Host controls
* Change the Sharing settings
* Manage the access of other Guests
* See the organization dashboard or teams

Guests only have access to the board that is shared with them - they cannot access your dashboard.

A temporary guest profile is saved as a cookie on the user's device, meaning they can use the same guest profile across multiple boards and sessions within an organization while the cookie is saved on that device. To keep a permanent profile, they can sign up for a Spreo account with their email address.

### Managing Guests

You can see your available guest slots and manage access in the share settings menu.

![This organization is on the Business plan and has 2 guests per board](https://2875185778-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FwEhLPSRTDuhd61395hZu%2Fuploads%2FQaoGy4Bnd3uxfnoe2ZyY%2Fshare-manage-guests.png?alt=media\&token=4167d49b-ddc0-4cc8-a477-5873d06fd40d)

If you want to add more guests to a board but the Guest slots are all taken, then you will need to remove existing Guests from the board, or [talk to us](mailto:contact@spreo.io) about extending your Guest limit.

You can remove Guests from a board at any time through the 'Manage Access' option in the Share settings.

#### Changing a Guest's name

A guest can change their own name in Your Settings, under Personalization. Your Settings opens from the profile menu in the top right. You cannot change a guest's name for them.


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