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Share a desk with specific people

Give named people access to a desk or room so you work on it together, choose Can edit or View only, and remove access whenever you need to.

All plansUpdated

Share a desk with specific people when you want to work on it together. Everyone you add sees each other's changes as they happen, and only the people you list can open it. It is the right choice for teammates and for anyone else who uses PlexiDesk.

If the person does not use PlexiDesk, send them a link instead. See Share a desk anyone can use.

Before you start

  • You need to be signed in. See Create an account and sign in Coming soon.
  • The people you add need a PlexiDesk account. They see the desk once they sign in with the email address you shared it with.
  • Every plan. Sharing and working together in real time are included on Free, Pro and Team.
  • Only the owner changes who has access. If someone else shared this desk with you, ask them to add people.

Share a desk

  1. Open the desk.
  2. Click the desk's name in the header, then click Share… under This desk. The share sheet opens.
  3. Under Who can open this desk?, make sure Specific people is selected. It is selected when the sheet opens.
  4. Find the first person:
    • In an organisation, the box says Search people by name, @handle or email… and lists people in the organisation. Type to narrow the list, then click the person.
    • In your Personal workspace, the box says Add someone by email…. Type their full email address, then click Invite followed by the address.
  5. Add anyone else the same way. Each person appears as a chip above the box. To take someone off before you share, click the × on their chip.
  6. Choose what they can do: Can edit or View only. The choice applies to everyone you are adding now.
  7. If the desk is in a room, you can also tick Also share the room room name and everything in it.
  8. Click Share with 1 person, or Share with number people.

The sheet confirms, for example Shared with 2 people. If you also shared the room, it says so.

What Can edit and View only mean

  • Can edit: they work on the desk with you. Everyone can edit at once, and changes merge as they happen. See Work together in real time.
  • View only: they can open the desk and follow your changes. Only people who can edit change the desk for everyone.

What the people you share with see

  • People who already have an account see the desk in their workspace, in a room called Shared with me, and in All rooms and All desks. A small badge shows who shared it. See Rooms and desks shared with you.
  • An email address with no account yet is listed in the sheet as granted. The person sees the desk when they sign up or sign in with that email address.

No email is sent from the share sheet, so tell the people you add that you have shared the desk, and which email address to sign in with.

Share with people outside your organisation

When you share from an organisation where you are an admin, and you add an email address outside your own email domain, PlexiDesk also adds that person to the organisation as a guest. They can then be found in the list and @mentioned later, like your other teammates.

Your organisation's settings can limit invitations to people at your own domain. See Set up and manage your organisation Coming soon.

See who has access

Open the share sheet again and choose Specific people. Under the box, the sheet lists:

  • Everyone with access, by name, with can edit or view, and live.
  • Email addresses waiting for an account, marked granted.

People who already have access are left out of the search list, so you cannot add someone twice.

Remove someone's access

  1. Open the share sheet and choose Specific people.
  2. Find the person in the list.
  3. Click the × beside them. Its tooltip says Remove access, or Revoke access for an email address waiting for an account.

To change what someone can do, remove their access, then share with them again and choose the other option.

Share a room

Rooms share the same way. Open the share sheet for the room, for example by right-clicking it in All rooms and clicking Create public link, then choose Specific people. The people you add get the room and the desks in it.

When you share a desk that sits in a room, ticking Also share the room shares the room and everything in it in the same step, so people can open the desk with its room around it.

Common questions

I cannot find a teammate in the list. What should I check? The list shows people in the organisation you are working in, eight at a time. Type part of their name, @handle or email to narrow it. If they still do not appear, type their full email address and click Invite followed by the address.

The sheet says "Not signed in." What do I do? Sign in to PlexiDesk, then open the share sheet again.

The sheet says the desk has not synced yet. A desk you have just made needs a moment before it can be shared. Wait a few seconds and click Share again.

Can the people I add share the desk with others? No. Only the desk's owner can change who it is shared with.

What happens when I remove someone? The shared desk leaves their workspace and they can no longer open it. Changes they made while they had access stay on the desk.

Still need help? Contact support at [email protected].