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Sharing and invites

Every way to share in PlexiDesk, from desks and rooms to widgets, documents and files, and where the things people share with you arrive.

All plansUpdated

PlexiDesk gives you several ways to share, depending on who the other person is and what they need: to work on a desk with you, to try a copy of it, to watch it change, or to keep a record of it. This page helps you pick the right one and shows where the things other people share with you arrive.

Sharing works on every plan.

Choose how to share

You want to Use Guide
Work on a desk or room together with people who use PlexiDesk Specific people in the share sheet Share a desk with specific people
Let anyone try a working copy of a desk in their web browser Anyone with the link > A desk they can use Share a desk anyone can use
Let anyone watch a desk change as you work, without touching it Anyone with the link > A live view they can watch Publish a live view of a desk
Send a frozen copy to read, and optionally to keep Anyone with the link > A snapshot they can read Share a read-only snapshot
Share one widget, document or file Share... on a widget, Share in an office editor, or Create public link in Files Share a widget, document or file Coming soon
Give a desk, room or file to your organisation or a group in it Share with team or group Share with your team or a group Coming soon

Open the share sheet for a desk or room

Most sharing of desks and rooms happens in one place, the share sheet.

From an open desk:

  1. Click the desk's name in the header to open the desk menu. See The desk menu.
  2. Under This desk, click Share….

From a list of your rooms or desks:

  1. Open All rooms or All desks. See Browse All rooms and All desks.
  2. Point at the room or desk and click its link icon, or right-click it, then click Create public link.

The share sheet opens either way, with Specific people selected. You can still choose Anyone with the link from there.

The two questions in the share sheet

The share sheet asks two questions, in order.

Who can open this desk? For a room, it asks about the room.

  • Specific people: they sign in, and changes sync both ways. You choose people by name, @handle or email address.
  • Anyone with the link: no account and no install needed.

What do they get? This second question appears when you choose Anyone with the link:

  • A desk they can use: a working copy that opens in a web browser. They can move things, type and try it out, and whatever they change stays theirs and never comes back to you.
  • A live view they can watch: a read-only web page that follows your changes. It suits a status board, or a client who should see progress without editing.
  • A snapshot they can read: a frozen copy of the desk as it is right now. It does not update, and you can let people add it to their own workspace.

Under the choices, Links to this desk lists the usable-desk links and snapshot links you have made for this desk. Each has a Copy this link button and a Stop this link working button.

Each usable-desk link also has Update link. It changes what the link shows to the desk as it is now, and the address stays the same. See Update what a link shows.

Before you start

  • Sign in. Sharing with specific people, making a desk they can use, publishing a live view and emailing a snapshot all need you to be signed in to PlexiDesk. See Create an account and sign in Coming soon.
  • Every plan. Sharing, links and working together in real time are included on Free, Pro and Team.
  • Only the owner changes who has access. Only the desk's owner can change who a desk is shared with.
  • Anyone who has a link can open it. Send links only to the people you mean to share with, and stop a link when it is no longer needed.

Share a widget, document or file

You can share a single item without sharing the whole desk:

  • A widget: right-click it and click Share....
  • An office file, such as a document, spreadsheet or deck: click Share at the top of the editor.
  • A file or folder in Files: right-click it and click Create public link.

Choose View only or View + add to their workspace, then click Create link & copy and paste the link wherever you like. You can also invite people under Invite by email. Each person you invite is listed as invited, or as joined once the share has reached their PlexiDesk account.

Sharing an office document with specific people turns it into a live document that you edit together.

See Share a widget, document or file Coming soon and Work together in real time.

Share with your team or a group

If you are working in your Personal workspace and you also belong to an organisation, you can give a room, desk or file to that organisation. Right-click it in All rooms, All desks or Files and click Share with team or group. You then choose everyone in the organisation, one of its groups, or one specific person.

See Share with your team or a group Coming soon.

Invite people

There are three other kinds of invitation in PlexiDesk:

  • To your organisation. An organisation admin invites people by email, with a role, on the organisation page. Someone who already has a PlexiDesk account with that address is added straight away. Anyone else joins when they sign up with that address, so tell them you have invited them and which address to use. See Set up and manage your organisation Coming soon.
  • To a meeting. When you start or schedule a meeting, PlexiDesk emails the invitations from the mailbox you connected in Mail. See Meeting invitations and joining Coming soon.
  • As a contact. In Chat, start a new message with someone's email address. They get a request to accept in their Inbox. See Direct messages and channels Coming soon.

Where shares arrive

When people share with you, it reaches you in these places:

  • The Shared page. In the side menu, under Rooms, click Shared. Rooms, desks and widgets sent to you as a copy wait here until you add them to your workspace. See Rooms and desks shared with you.
  • Your workspace. A desk or room someone shares with you by name appears in a room called Shared with me, and in All rooms and All desks. A small round badge shows the first letter of the sharer's name. Rest the pointer on it to see Shared by and their name.
  • Inbox. In Office, under Communicate, click Inbox. Items shared with you are listed there with your chat messages and contact requests. See Inbox: your notifications Coming soon.
  • Email. When someone sends a snapshot, widget, document or file to your email address from PlexiDesk, you get an email about it. If you already have a PlexiDesk account with that address, the share also appears on your Shared page.

Common questions

Do people need PlexiDesk to open what I share? Not for links. A desk they can use, a live view and a snapshot all open in a web browser, with no account. People you share with as Specific people need a PlexiDesk account, because they sign in to work on the desk with you.

How do I stop sharing something? For people, open the share sheet and click the × beside their name. For a usable-desk or snapshot link, click Stop this link working beside it under Links to this desk. For a live view, click Stop sharing. Each guide below has the details.

Which link should I send to someone who does not use PlexiDesk? Send A desk they can use if they should try it, A live view they can watch if they should follow your progress, or A snapshot they can read if they need a copy of how it looks today.

Can someone I send a link to share the desk onward? Visitors to a desk they can use cannot share it on from the page it opens in. Anyone who has a link can still pass the link itself to someone else, so stop a link when you no longer want it used.

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