Sharing with people outside
Share links for clients, designers and testers without an account — what a link grants, what a guest can do, how guest work waits for you, and how to take it back.
A link is the credential
Whoever holds a share link opens the board without an account. Guests are neither members nor seats, and a link always grants the whole board it was minted on — where it opens is only a landing choice. A workspace member, admin or owner can mint one, a viewer cannot; personal boards can never be shared, not even by their owner. Before you share a board, move anything off it that should stay inside.
Minting a link
The board head's share — or Share in a document's viewer bar — lists the board's links and mints new ones:
| Choice | Options |
|---|---|
| link | live follows the board as it changes; pinned freezes the board exactly as it is now and is view-only. |
| mode | view is read-only; annotate lets link holders mark regions, reply and comment. |
| expires | 24h, 7d, 30d (the default) or never. |
| opens on | doc lands the link on this document instead of the canvas; it still shares the whole board. Live links only. |
An optional passphrase guards the link further; mint + copy puts it on your clipboard. From a terminal, vitrinka board share <board> --mode annotate --expires 7d does the same, with --card <id> to open on a document — boards from the CLI.
What a guest can do
- On a view link — pan, zoom, fit, open cards and read documents, with the reading settings and exports of the document view.
- On an annotate link — all of that, plus the annotate tool: draw a region and write a comment or ask for a fix, reply in threads, comment in a document's margin, read the board's chat, and nudge the team to look now.
- A name at the first write — viewing is free; before a guest's first annotation, reply or nudge they give a name. The name labels their work and authorizes nothing. The same browser stays the same guest on that link for 30 days; another browser, a private window or cleared cookies make a new guest. A cursor without a name shows as Guest, or Guest 1, Guest 2 and so on when several are on the board.
- Taking something back — a guest can delete their own annotation as long as nobody has replied to it and no agent has started on it.
Guest work waits for you
Nothing a guest writes reaches an agent's queue until a member releases it, and a guest's text is never treated as an instruction. A comment stays a thread for people. A guest who verified their email can also ask for a reminder to a member or for a task; those arrive as proposals for a member to approve.
- Trust — + guests on an annotate link lists who worked under it, with their email and a ✓ once verified. A verified guest can be trusted: their reminders and tasks then run without your approval, at most 20 a day. Edits to a document always ask you.
- The kill switch — revoke all trust drops every guest on that link back to proposals at once.
Managing links
The share popover lists every link on the board — pinned or live, view or annotate, opening on a document, guarded by a passphrase — with its expiry, copy, the guest roster, and revoke, which stops the link working immediately. An expired link stays listed as expired.
The share host
A deployment can give share links a host of their own. That host accepts only the link itself — no signed-in session and no token — so a shared board can never become a way into the workspace, and every response asks search engines not to index it — the share origin.