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Whiteboards support live, simultaneous work for your team, guests, and named visitors. For a one-off reviewer, you can create a revocable public link to one board.

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Security defaults

  • Editing requires sign-in. Every editor is a named person.
  • Anonymous links are view-only. A public visitor cannot edit, comment, invite people, or browse Bluplai.
  • Account boundaries override board grants. A guest can never use a board invitation to cross into another account.
  • Visitors see only boards explicitly shared with them. They do not become team members or gain the wider board library.
  • Guest link creation is separately approved. An editable guest seat does not automatically receive Can create view-only links.
  • Sharing changes are audited. Access grants, invitations, link creation and revocation, guest access, and sharing-policy changes appear in Admin → Audit Log.

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The 11 whiteboard roles

A visitor is a named, signed-in collaborator invited to specific boards. A public visitor is an anonymous, view-only recipient for one-off sharing. Neither becomes a full team member or guest seat.

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Open the Share window

Open a whiteboard and select Share in the top-right toolbar. The window always uses these four sections: The guest-seat list is scoped to the board’s current account. A manager who can open Share never sees another account’s seats in this window.

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Invite a teammate or named visitor

1

Open People with access

Select Share and use People with access.
2

Enter the person's email

Choose Editor, Commenter, or Viewer, then select Invite. Existing eligible members receive access immediately. Everyone else receives a seven-day visitor invitation.
3

Accept with the invited email

A new visitor opens the invitation, signs in with the exact email address that received it, and is taken directly to this board.
4

Change or remove access when needed

Return to People with access to change the role, revoke a pending invitation, or remove an active collaborator.
Use Visitor Editor for hands-on external work, Visitor Commenter for feedback without canvas editing, and Visitor Viewer for a named read-only stakeholder.

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Share an account board with guest seats

1

Confirm the board's account

Guest access is available only when the board belongs to an account. The board cannot expose an organization-wide canvas to guests.
2

Turn on Account-wide board access

In Guest access, enable Account-wide board access. Eligible seats assigned to that account can now open the board.
3

Review each guest seat

An Organization Owner, Team Admin, or eligible Guest Admin can review current-account seats. Guest roles are Guest Admin, Guest Editor, and Guest Viewer.
4

Approve link creation separately

Enable Can create view-only links only for a Guest Admin or Guest Editor who should share this board outside Bluplai. Turning this on does not grant editable public sharing or permission to invite editors.
An eligible Guest Admin can manage only their exact account. They can update that account’s guest seats and account-wide board access, but cannot change Who can share, invite team members or visitors, move or delete the board, or grant access to another account. Use this workflow for a person who should review one board without receiving a Bluplai seat.
1

Open Anyone with the link

Select Share, then find Anyone with the link.
2

Set an expiry

Choose the date and time when access should end. You may leave expiry empty, but an expiry is recommended for every external review.
3

Create and copy the link

Select Create view-only link. Bluplai copies the server-generated public URL. The link opens the public board, not the signed-in workspace route.
4

Revoke it when the review ends

Return to Anyone with the link and select revoke. Revocation stops new access and disconnects active public sessions when the live room revalidates access.
If Create view-only link is unavailable, the board’s Who can share policy or your separate guest link permission does not allow it. Ask a board owner or administrator.

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How Who can share works

Named invitations remain limited to board access managers. Selecting Approved guest editors does not let a guest invite a Visitor Editor or change organization membership.

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Comments and live presence

  • Editors can edit the canvas and comment.
  • A Visitor Commenter can create comments and replies while receiving a read-only live-room connection.
  • Viewers and public visitors cannot comment.
  • Comment authors can edit or delete their own unresolved comments. A board access manager can resolve, reopen, or delete a thread.
  • People here now shows connected collaborators, their Boardling avatars, and live cursors. Select a person to jump to them or follow their view.

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Expiry, revocation, board moves, and audit history

  • An expired public link stops opening the board and cannot mint another live session.
  • Revoking a public link invalidates that sharing generation so active rooms can be closed with Board access changed.
  • Removing or downgrading a named grant also refreshes live access.
  • Moving a board to another account or to organization-wide scope turns guest access off, revokes every public link and pending visitor invitation, removes named grants, and requires sharing to be configured again.
  • Open Admin → Audit Log to review who created, changed, or revoked board access and links. Guest-access and Who can share changes are recorded there too.
  1. Keep editing restricted to named, signed-in people.
  2. Start account stakeholders as Guest Viewer and external reviewers as Visitor Commenter or Visitor Viewer.
  3. Grant Can create view-only links separately and only when needed.
  4. Set an expiry for each external review and revoke the link when the work ends.
  5. Review People with access, Guest access, active links, and Admin → Audit Log during access reviews.

Guest access

Configure guest seats, roles, and separate view-only link permission.

Audit log

Review recorded sharing and permission changes.