Sharing & Permissions

Control who can enter your Kolab space and what they can do once inside. Getting permissions right is crucial for running smooth, secure sessions.

Before sharing: Test your space's access by opening it in an incognito window.

Space Access Levels

Kolab spaces have four access levels:

Note: A Kolab account is required for host or facilitator access.

Sharing Your Space

Open the Share dialog to manage how people access your space. There are four ways to share:

1. Invite by Email

Share with specific people:

1. Open the Share dialog
2. Enter email addresses in the invite field
3. Choose an access level (host, facilitator, participant, or no access)
4. Send the invitation

2. Team Access

Share with your entire team at once:

1. Open the Share dialog
2. Find the Team section
3. Set the access level for all team members

This grants access to everyone on your team. You can see the member count to confirm who's included.

3. Private Link

A shareable link that can be refreshed if compromised:

1. Open the Share dialog
2. Find the Private Link section
3. Set the access level for anyone who uses this link
4. Copy and share the link

Tip: If you need to revoke access for anyone who has the link, click Refresh to generate a new one. The old link stops working immediately.

4. Public Link

A permanent, static link for open access:

1. Open the Share dialog
2. Find the Public section
3. Set the access level
4. Copy and share the link

Unlike the private link, the public link cannot be changed or refreshed.

Choosing a Sharing Method

Board-Level Permissions

Each board within a space has its own access levels:

Board permissions are separate from space permissions. A participant in the space might be an editor on one board and a viewer on another.

Managing Permissions

Changing Someone's Access

1. Open the Share dialog
2. Find the person in the member list
3. Click their current role
4. Select a new role from the dropdown

Changes apply immediately.

Removing Access

1. Open the Share dialog
2. Find the person
3. Set their access to No Access or remove them

Security Best Practices

Before Your Session

• Verify access settings match your intent
• Test join link in an incognito window
• Confirm facilitators have correct permissions
• Remove any old or unused members

During Your Session

• Monitor who joins (check participant list)
• Remove unexpected participants if needed

After Your Session

• Refresh the private link if it was shared broadly
• Review and remove one-time participants
• Archive or secure sensitive content

Sharing for Different Scenarios

Workshop (Semi-Open)

• Share via private link set to participant access
• Add co-facilitators by email with facilitator access
• Refresh the link after the session

Team Meeting (Private)

• Use team access set to participant
• Add the meeting lead by email with host or facilitator access

Public Demo (Open)

• Use the public link set to participant access
• Keep host/facilitator access to invited people only

Cohort Program (Controlled)

• Invite cohort members by email with participant access
• Invite instructors by email with facilitator access
• Avoid link sharing for tighter control

Troubleshooting

"Participant can't join"

1. Check their email is on the invite list (if not using a link)
2. Verify the link is correct and active
3. If using a private link, make sure it hasn't been refreshed since they received it
4. Try opening the link in an incognito window to test

"Participant can't edit canvas"

1. Check their space access level
2. Check board-level permissions
3. Refresh their browser

"Can't find sharing settings"

1. Confirm you're a host — only hosts can manage sharing
2. Look for the Share button or dialog

Related Guides

• Creating a Space - Initial setup
• Team Administration - Managing groups
• Using Breakout Rooms - Temporary grouping
• System Check - Verify your setup