How to share Spaces externally in Vani

External Share

The external share feature in Vani lets teammates securely share Spaces with people outside their team. This enables easy collaboration with clients, partners, or other stakeholders, without adding them to the team or compromising privacy.

How external sharing works


When you share a Space externally, you control how much access external users get. You can also protect the link with extra settings for privacy and security.

Access controls

Choose the level of access for your external link:

  • View only – External users can view the Space.

  • Comment only – External users can view the Space and leave comments.

  • Edit – External users can view, comment, and make edits.


Zone access

Even if someone has access to a Space, they won’t automatically see all Zones. You can restrict access to specific Zones and hide the rest.

Idea
Learn more about Zone access controls.

Privacy and security  

You can make external sharing more secure by:

  • Setting a password for access

  • Adding an expiration date for the link


To create a link for external sharing:

  1. Click Share at the top-right corner of the Space.

  2. Click Change under Who can access.

  3. Select Anyone with the link to enable external sharing.

  4. Set permissions under Access control:

    1. Choose Can view, Can comment, or Can edit.

  5. Set access under Zone access. By default, all Zones are shared.

    1. To restrict access, click Manage.

    2. Switch to Specific Zones, then set each Zone to Allow or Restrict.

  6. Add extra security (optional):

    1. Under More settings, turn on Set password to protect the link.

    2. Turn on Set expiration date to automatically disable the link after a set time.

  7. Click Apply. The external share link will now appear.

  8. Copy the link and share it with your collaborators.

Notes
The external share link is different from your regular Space link. External users must use this link to access the Space.

Turning off external sharing

You can disable the external link at any time. Simply return to the Share pane and change the access from Anyone with the link to Only Spacemates.

External sharing permissions for the team

Only teams with external sharing enabled can use this feature. Super Admins control this setting for the entire team.

To manage external sharing permissions:

  1. Click your profile picture in the top-right corner.

  2. Select Settings.

  3. Go to the Permissions tab.

  4. Toggle Allow teammates to share Spaces with Anyone on the internet on or off.

 If this setting is turned off, the external sharing option will be hidden across all Spaces in the team.


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