Sharing & inviting people

There are three separate ways to share, and it helps to keep them apart. You can invite a person into a whole workspace so you work in it together; you can send someone who is already in the workspace a link to one particular file; or you can share a single file or folder with anyone by a public link — without giving them the workspace at all.

Inviting people to a workspace

This shares the whole workspace with someone so you can work in it together — the same files, the same chats, the same assistant. (See Workspaces for what a workspace holds.)

Go to Settings → Members, which is available to the workspace's owner and admins. Choose Invite and enter one or more email addresses.

Then pick a role for the people you're inviting:

• admin — full management of the workspace, including its members.
• member — can work in the workspace: read and change files, and chat with the assistant.
• viewer — can look but not change anything.

You'll get an invite link for each person to copy and send them. When they open the link they sign up and join the workspace automatically — no extra setup on your side.

Owners and admins can change someone's role later. Remove Member is the owner's alone — it takes that person's access to the workspace's files away immediately, so you're asked to confirm first.

Ownership is not in the role menu at all. It can't be: giving someone the owner role would move the title and leave everything behind it — who pays for the workspace, who its automations run as, whose settings its shared container uses. There's one way to hand a workspace over, and it moves all of that together. (An admin still can't change an owner's role, and a workspace can never be left with no owner.)

Handing a workspace over

If you set a workspace up for somebody else, Transfer ownership is the move — it's in the member menu, on their row, and it's the only way ownership changes hands.

Before you confirm, it tells you exactly what will happen, because it's more than the title:

• Billing for this workspace moves to them, so they pay for its AI use from then on. Your own plan, your payment method, your invoices and every other workspace of yours are untouched.
• If a workspace is paid for by an account neither of you owns — someone else's personal account, or a company account that isn't yours — the handover waits. Letting it through would leave the workspace's billing, and the say that comes with paying it, in a third party's hands after you've given the workspace away. Move the workspace onto a billing account the new owner controls first, or ask that account's owner to hand the account over.
• If a company account pays for this workspace, responsibility for that account moves too — but never quietly. When the account covers only this workspace, it simply goes with it: same plan, same allowance, same seats, same history, and you keep admin access to it. When it also covers other workspaces, you're shown exactly which ones and which people, and asked to choose: hand over the whole account, or move just this workspace onto a billing account the new owner already has. Until you choose, nothing moves and you can't leave.
• Automations and webhooks you created here move to them and run as them from now on. A scheduled task tied to one of your own chats is switched off instead of moved, because a schedule can only run inside a chat belonging to the person it runs as. The new owner can point it at a chat of their own.
• The workspace's shared container, if it has one, is reconfigured with the new owner's settings.
• Your own connections stay yours. A credential or integration you connected personally isn't the workspace's to keep, and nothing is ever copied. Before you leave you're asked, one by one, whether to give it to the workspace or leave it behind — and if it's left behind, the new owner reconnects it themselves.

Everything that belongs to the workspace — files, chats, app data, scripts, skills, the other members' access — stays exactly where it is. Nothing is deleted.

You choose whether to stay as an admin or leave afterwards. If you leave, it happens only once the handover has fully finished, so a workspace is never left half-handed-over.

The other person has to accept

Confirming doesn't hand the workspace over. It asks — and until they say yes, nothing at all has moved: you're still the owner, you're still paying, your automations still run as you.

They'll see the request at the top of the member list next time they open the workspace, with what they're taking on: who pays for it afterwards, and — if a company account is involved — how many workspaces and people ride on it. They can Accept or Decline, and a decline can carry a short note back to you.

That's the same protection in both directions. Nobody can be made to pay for a workspace they didn't ask for, and you can't be left holding one somebody quietly handed you.

While it's waiting:

• You can cancel it at any time, from the same banner. Nothing to undo — nothing moved.
• You can't start a second handover of that workspace, or leave it, until this one is answered or cancelled.
• If you change something material — switching from "just this workspace's bill" to handing over the whole company account, say — their earlier "yes" no longer applies to it, and they're asked again about the new terms.
• If they decline, the workspace is free again straight away: you can hand it to someone else, or to the same person on different terms.

There's no email or push for this yet, so if they don't open the app they won't know to look. It costs nothing to wait — the handover has moved nothing — but if it's urgent, tell them.

One other thing can hold it up: if the person you're handing it to has no active plan or trial, they can't take over the bill yet. The handover is held rather than moved onto somebody who can't carry it — sort their plan out and continue where you left off. Until then, nothing has changed and you're still the owner.

Being handed a workspace

If someone hands you one, you'll see it at the top of that workspace's member list: You have been asked to take over this workspace, with what comes with it.

Accept and it happens: you become the owner, the workspace's AI use is billed to you from then on, and any automations its previous owner created here run as you. Decline and nothing changes at all — you stay whatever you were, and the person who asked is told.

Take the time you need. Nothing moves while you're deciding, and if they change the terms in the meantime you'll be asked again rather than held to the old answer. Once you've accepted, you can still change your mind right up until it goes through.

Two things worth knowing after you accept:

• Anything the previous owner had connected personally — their own API keys, their own integrations — was theirs, not the workspace's. They're asked what to do with each one, and whatever they leave behind, you reconnect yourself.
• A scheduled task tied to one of their chats is switched off rather than moved. Point it at a chat of your own and switch it back on.

Leaving a workspace

Leave workspace is on your own row, marked (you), and it's there whatever your role. You lose access to the workspace's files and chats; nothing is deleted, and you can be invited back.

The one refusal is being its only owner: hand it over first (Transfer ownership, with Leave this workspace afterwards ticked, does both in one go). You also can't change your own role or remove yourself from the list — that's what removal and handover are for.

Sending a colleague one particular file

When the person you want to show a file to is already in the workspace, you don't need a public link at all. Open the file, open its menu, choose Share, and the first thing in the panel is Link for Space members — press Copy link and send it.

Opening it takes them into the workspace exactly as if they'd walked in and found the file themselves: the normal Plank window, the file open in the normal viewer. Nothing is published and nobody is granted anything — the link just names the file, so it works for the people who already have access and for nobody else.

That is worth saying plainly, because it is the difference between the two:

• Someone who isn't in the workspace sees only "File unavailable", and is told nothing about the file — not its name, not its folder, not even which workspace it's in.
• Someone who is in the workspace but signed out is asked to sign in first, and then lands on the file. The link doesn't lose its place.
• If the file has since been deleted or renamed, they land in the workspace and see "File not found" for that file. It never quietly opens something else instead.

The link keeps working as long as they have access, and stops the moment they don't — you don't have to remember to revoke anything, because nothing was created.

Sharing a single file or folder by public link

This shares just that one file or folder — not the workspace. The person you share with sees only what you've shared, and nothing else from your workspace.

Open the file or folder's menu and choose Share → Create public link, then Copy link. Anyone who has the link can view it — and they get the same in-browser preview you do, so a shared PDF, Word document or Excel spreadsheet opens right on the page without anyone having to download it.

You stay in control the whole time. When you no longer want the link to work, choose Revoke public link and access stops immediately. (For more on working with files, see Your files.)

Sharing a web page you built

When what you shared is a web page — an HTML file your assistant built for you — the Share panel offers a second button, Copy page link. The difference is simple: the normal link opens the page inside Plank, with the Plank bar along the top; the page link opens the page on its own, exactly as a visitor would expect a website to look. Send the page link to clients, partners, or anyone who should just see the page.

One thing to know: a page opened through the page link does not run its own interactive code, so a dashboard — anything that draws live charts or updates as you click — should be sent with the normal link instead, which runs it properly. If you are not sure which you have, send the normal link; it works for everything.

Both links point at the same file and are switched off together the moment you revoke the share.

Choosing the address of your page

By default a page link carries your workspace's name and a long string of random characters. You can replace all of that with a short address you choose: open Share on the page, and under Copy page link choose Choose one. Type the name you want — the line underneath shows the exact address it will become, so you always see the finished link before you save it.

The rules are one sentence: lowercase Latin letters, numbers and hyphens, between 3 and 63 characters. Capital letters, spaces and underscores are converted for you — type Q3 Report and you get q3-report — and anything else, including Russian or other non-Latin letters, is refused rather than guessed at, so you never end up with an address you didn't choose.

Addresses are shared across all of Plank and work on a first-come basis, so a name somebody else already uses is simply unavailable and Plank says so. It never quietly adds a number on the end to make one fit. If the name you want is taken, pick another.

Your page's old, longer link keeps working the whole time — nothing you already sent out stops resolving. You can change the short address later, or choose Remove to go back to just the long one. Revoking the share releases the name for somebody else, so pick a fresh one if you publish the page again.

You can also just ask your assistant: "publish this as pages.plank.md/q3-report" does the same thing in one step.

Pages that show live data

Some of the pages your assistant builds are dashboards: instead of a fixed snapshot, they read the data your assistant keeps for you and draw it as charts and lists. A public link doesn't share that live data by default — a plain page you share stays just a page.

To turn it on, open Share on the page and switch on Include live data. Plank looks at what the page reads and shares exactly that — nothing else from your workspace. One thing worth knowing before you flip it on: it shares the whole underlying data behind the page, every row and every column, not just the numbers or rows currently showing on screen. The link stays read-only either way — nobody who opens it can change anything.

If you shared a single page and it later starts reading something new, the Share panel notices and offers Update, so widening what's shared stays a decision you make on purpose rather than something that happens on its own. Sharing a whole folder works a little differently: the panel doesn't watch every page inside it for new data, so if you add a page or change what an existing one reads, switch Include live data off and on again to bring the list up to date. If a folder you shared has pages Plank couldn't check — too many, or too large — the panel tells you the list might be incomplete. And if a page also pulls in data from a different workspace, that part can't be shown on a public link at all.

Only the workspace's owner and admins can turn live data on or off.

Other ways to send a file

• On phones, there's also a plain device Share — the system share sheet — for sending a file out of the app to another app, like mail or messages. On computers, that same action becomes a Download instead, saving the file to your device. To send a whole folder, use Share as ZIP (or Download as ZIP on a computer), which bundles it into a single file.
• On a phone you can also go the other way and send things into Plank from other apps with Share to Plank — see Plank on your phone.
• If you want programmatic, read-and-write access to your workspace files from your own tools or scripts, that's done with API keys rather than sharing. See the Public API.