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.

Access Levels Overview

The Permission Hierarchy

From most to least access:

Space Access Settings

How to Access Settings

1. Open your space
2. Click Settings (gear icon)
3. Navigate to Sharing or Access

Access Types

Private (Invite Only)

• Only invited users can access
• Must have explicit invitation
• Most secure option
• Best for: Sensitive content, small groups

How to set up:

1. Select Private in access settings
2. Add members by email
3. Set their permission level
4. They receive invitation

Link Access (Anyone with Link)

• Anyone with the link can join
• No login required (optional)
• Easy to share widely
• Best for: Open workshops, public events

How to set up:

1. Select Link Access
2. Copy the join link
3. Share via email, calendar, chat
4. Optional: Set link to expire

Password Protected

• Link + password required
• Additional layer of security
• Good for semi-public events
• Best for: Webinars, ticketed events

How to set up:

1. Enable Password Protection
2. Set a password
3. Share link AND password separately
4. Participants enter password to join

Organization Only

• Only members of your organization
• SSO/login required
• Automatic access for org members
• Best for: Internal meetings, company sessions

How to set up:

1. Select Organization Only
2. Choose which organization
3. Optionally restrict to specific groups

Managing Individual Permissions

Inviting People

1. Open Sharing settings
2. Click Invite or Add People
3. Enter email address(es)
4. Select permission level
5. Optional: Add personal message
6. Send invitation

Changing Someone's Permission

1. Find them in the member list
2. Click their current role
3. Select new role from dropdown
4. Changes apply immediately

Removing Access

1. Find the member
2. Click Remove or the X
3. Confirm removal
4. They lose access immediately

Permission Details by Role

What Owners Can Do

✅ Full control of space ✅ Delete the space entirely ✅ Transfer ownership to another user ✅ Manage all members and permissions ✅ Access billing and subscription settings ✅ Create and manage teams ✅ All admin, facilitator, editor, participant abilities

What Admins Can Do

✅ Manage members (except owner) ✅ Modify all space settings ✅ Create and manage boards ✅ Run sessions as facilitator ✅ Access analytics and reports ❌ Cannot delete space ❌ Cannot transfer ownership ❌ Cannot remove owner

What Facilitators Can Do

✅ Start and run sessions ✅ Manage breakout rooms ✅ Control audio zones ✅ Mute/unmute participants ✅ Edit canvas content ✅ Use all canvas tools ✅ Manage participant experience ❌ Cannot change space settings ❌ Cannot manage member permissions ❌ Cannot delete boards

What Editors Can Do

✅ Create and modify canvas content ✅ Use all canvas tools ✅ Upload media ✅ Participate fully in sessions ❌ Cannot run sessions ❌ Cannot manage participants ❌ Cannot change settings

What Participants Can Do

✅ View canvas content ✅ Add limited content (if enabled) ✅ Use chat ✅ Raise hand ✅ Video/audio participation ❌ Cannot edit others' content ❌ Cannot manage anything

What Viewers Can Do

✅ View canvas ✅ View video/audio of others ✅ Read chat ❌ Cannot modify anything ❌ Cannot interact ❌ Cannot chat (usually)

Board-Level Permissions

Boards Can Have Different Permissions

Each board within a space can have its own settings:

• Inherit from space - Uses space-level permissions
• Custom permissions - Override for this board only

When to Use Board Permissions

Use case 1: Answer key

• Main board: All can edit
• Answer board: Facilitator only until reveal

Use case 2: Team boards

• Team A board: Team A can edit, others view
• Team B board: Team B can edit, others view

Use case 3: Archive

• Active board: All can edit
• Past sessions: View only

Setting Board Permissions

1. Open the specific board
2. Click board settings
3. Navigate to Permissions
4. Choose inherit or custom
5. Configure as needed

Sharing Links

Types of Share Links

Creating a Join Link

1. Go to Sharing settings
2. Enable Link Access if not already
3. Copy the Join Link
4. Share as needed

Link Best Practices

Do:

• Use expiring links for one-time events
• Create unique links for different audiences
• Include the link in calendar invites
• Test links before sharing widely

Don't:

• Share links publicly if content is sensitive
• Use the same link for very different audiences
• Forget to disable old links
• Share password in the same message as link

Guest Access

Allowing Guests (No Login)

Some spaces allow participation without login:

1. Enable Guest Access in sharing settings
2. Guests enter their name when joining
3. They get limited functionality
4. No persistent identity

Guest Limitations

Guests typically cannot:

• Have saved preferences
• Be identified across sessions
• Access member-only features
• Be assigned to teams permanently

When to Allow Guests

Allow guests for:

• Public demos
• One-time workshops
• Quick collaboration
• Anonymous feedback sessions

Require login for:

• Ongoing cohorts
• Progress tracking needed
• Team-based activities
• Sensitive content

Security Best Practices

Before Your Session

• Verify access settings match your intent
• Test join link in incognito window
• Confirm facilitators have correct permissions
• Remove any old/unused members
• Disable guest access if not needed

During Your Session

• Monitor who joins (check participant list)
• Remove unexpected participants immediately
• Lock the room if everyone is present
• Have co-facilitator watch for issues

After Your Session

• Disable join link if session is complete
• Review and remove one-time participants
• Export any needed data
• Archive or secure sensitive content

Sharing for Different Scenarios

Workshop (Semi-Open)

Access: Link Access
Permissions:
  - Facilitators: Facilitator role
  - Participants: Participant role
  - Guests: Allowed with name entry
Link: Non-expiring, shared in registration

Team Meeting (Private)

Access: Organization Only
Permissions:
  - Meeting lead: Admin
  - Team members: Participant
  - Guests: Not allowed
Link: Private, calendar invite only

Public Demo (Open)

Access: Link Access
Permissions:
  - Demo host: Facilitator
  - Attendees: Viewer
  - Guests: Allowed
Link: Public, can share widely

Cohort Program (Controlled)

Access: Invite Only
Permissions:
  - Instructors: Facilitator
  - Cohort members: Editor (teams)
  - Observers: Viewer
Link: Individual invitations

Troubleshooting

"Participant can't join"

1. Check their email is invited (if private)
2. Verify link is correct and active
3. Check if link has expired
4. Confirm password was entered correctly
5. Try incognito mode to test

"Participant can't edit canvas"

1. Check their permission level
2. Verify board-level permissions
3. Check if editing is locked
4. Refresh their browser

"Can't find sharing settings"

1. Confirm you're Owner or Admin
2. Check you're in space settings, not board settings
3. Look under "Access", "Sharing", or "Members"

Related Guides

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