Sharing and permissions
Everything about giving people access: project collaborators, public share links, document guest links, and the Shares dashboard.
The Share popover
Section titled “The Share popover”Inside a project, the Share button in the top bar opens a panel with three tabs: Collaborators, Export, and Share Links. Clicking the collaborator avatars opens the same panel on the Collaborators tab.
Collaborators
Section titled “Collaborators”The Collaborators tab lists everyone under PEOPLE & ROLES, pending email invites under PENDING, and invite links under INVITE LINKS.
- Invite: type an email or @username into “Search by Username or Email…”, pick the role, and click Invite Collaborator. The invited person gets an email with an accept link. The link icon next to the invite button instead creates a shareable invite link carrying the selected role, copied to your clipboard.
- Roles: Admin, Can Edit, Can View. The creator is the Project Owner. Admins manage collaborators and sharing; editors change content; viewers read.
- Custom page access: open a member’s role menu and use Custom to set each project page to EDIT, VIEW, or NONE. Mixed access shows the pill Custom. Setting page access on an Admin converts them to an editor first, because admins bypass page permissions.
- Remove a collaborator from their role menu. Collaborators can leave on their own via Project Settings (Leave project).
- Invites and invite links show an expiry date and can be revoked (Revoke invite, Revoke invite link).
- A collaborator with NONE on a page sees “You don’t have access to this page” there, and the page is locked in their sidebar.
Invitees accept at the invite link: signed-out visitors first Sign in to accept or Create an account; signed-in users click Accept (email invite) or Join project (link). If the owner’s plan has no collaborator seats left, accepting fails with a message that the project’s team is full.
Your plan limits how many distinct collaborators you can have across your projects. See Billing and usage.
Public share links (read only)
Section titled “Public share links (read only)”The Share Links tab on each page mints public, read-only links for that page: shot list, script, schedule, gear, and callsheet.
- Optionally name the link (“Link label (optional)”), pick the scope where offered (schedule: days and detail level; shot list: scenes; gear: departments and owners), and click Create. The link is copied automatically.
- Links serve a frozen snapshot from when they were created or last updated. Row actions: Open link, Copy link, Update link to latest, Revoke link.
- When you push an update while someone is viewing the page, they see “A newer version of this page is available.” with a Refresh button.
- Callsheet links follow the published version: they update when you Publish update in the callsheet.
- Visitors on a revoked or invalid link see a message that the link is invalid or disabled.
- Share pages show when they were last updated and a “Made with CineFlow” footer.
Document guest links
Section titled “Document guest links”Documents (whiteboards, diagrams, beat boards, slides, text documents) share differently: a guest link invites people into the live document.
- In the document’s Share Links tab, choose Can edit or View only and click Create.
- A guest opens the link, enters a name, picks a color, and clicks Join Canvas. No account is needed.
- Guests appear under ACTIVE GUESTS, where you can change the link’s permission, remove individual guests, or Revoke all access (this disconnects all active guests immediately).
The Shares dashboard
Section titled “The Shares dashboard”Click Manage project on the Project Overview to open the Shares dashboard (also reachable from any share panel). It has four tabs:
- Share links: every public link across the project, grouped by surface (Schedule, Shot list, Gear list, Script, Callsheet), with status filters (All, Active, Revoked), create-in-place cards, bulk copy, update, and revoke. Schedule links are updated from the Schedule page and callsheet links by publishing; the dashboard says so on those rows.
- PDF exports: the project’s PDF export history.
- Documents: document guest links: create one (Create link, choose a document and permission), see guests, revoke, and reactivate.
- Activity (owner and admins only): a searchable project history covering schedule and shot list changes, people added or removed, deletions, share link activity, and PDF exports, with user, page, and date filters.
Viewers cannot open the Shares dashboard.
What visitors and viewers can do
Section titled “What visitors and viewers can do”| Audience | Access |
|---|---|
| Public link visitor | Read-only snapshot of one page; no account needed |
| Document guest | Live view of one document; edit only if the link is Can edit |
| Project viewer (Can View) | Reads all project pages they have access to; no editing, no sharing |
| Project editor (Can Edit) | Edits content, exports, creates share links |
| Project admin / owner | Everything, including collaborators and the Activity log |