> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bluplai.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Whiteboard collaboration and sharing
> Use the four-part Share window to invite signed-in collaborators, manage customer seats, and create revocable view-only links.
Whiteboards support live, simultaneous work for your team, clients, and named guests. For a one-off reviewer, you can create a revocable public link to one board.
## 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.
* **Customer boundaries override board grants.** A client can never use a board invitation to cross into another customer.
* **Guests see only boards explicitly shared with them.** They do not become team members or gain the wider board library.
* **Client link creation is separately approved.** An editable client seat does not automatically receive **Can create view-only links**.
* **Sharing changes are audited.** Access grants, invitations, link creation and revocation, customer access, and sharing-policy changes appear in **Admin → Audit Log**.
## The 11 whiteboard roles
| Bluplai role | Intended purpose | Whiteboard capabilities and boundary |
| ---------------------- | ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Organization Owner** | Company owner | Everything, including billing, security, board administration, and organization ownership transfer. |
| **Team Admin** | Internal administrator | Manage people, customers, board access, customer sharing, and sharing policies across the organization. |
| **Team Editor** | Normal internal teammate | Create and edit within assigned customer/project scope. Share when the board policy permits; a board creator can manage named access for that board. |
| **Team Viewer** | Internal read-only teammate | View assigned content only. Cannot edit the canvas, comment, invite, or create links. |
| **Client Admin** | Main contact at a customer | Manage that exact customer's client seats and customer access for eligible boards. Cannot cross customers, grant team or guest access, change **Who can share**, move, delete, migrate, or roll back a board. |
| **Client Editor** | Active customer collaborator | Create and edit boards for the assigned customer when Whiteboards and editing are enabled. Can create view-only links only when separately approved. |
| **Client Viewer** | Customer stakeholder | View shared boards for the assigned customer. Cannot edit, comment, or share. |
| **Guest Editor** | Named external collaborator | Edit only explicitly invited boards after signing in with the invited email address. |
| **Guest Commenter** | External reviewer | View and comment on explicitly invited boards after signing in. The canvas remains read-only. |
| **Guest Viewer** | Named external viewer | View only explicitly invited boards after signing in. |
| **Public Visitor** | One-off external viewer | View one board through a revocable link without signing in. Never receives editing or workspace access. |
A Guest is a named, signed-in collaborator for ongoing work. A Public Visitor is an anonymous, view-only recipient for one-off sharing. Neither becomes a full team member or client seat.
## Open the Share window
Open a whiteboard and select **Share** in the top-right toolbar. The window always uses these four sections:
| Share section | What it controls |
| ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **People with access** | The board owner, active named collaborators, pending invitations, Editor/Commenter/Viewer roles, and access removal. |
| **Customer access** | Whether eligible seats at the board's customer can open it. Authorized admins can see current-customer seats, set Client Admin/Editor/Viewer, and separately allow view-only link creation. |
| **Anyone with the link** | Public access is **Off** or **View only**. Create, copy, expire, and revoke links here. Editable public links do not exist. |
| **Who can share** | The policy for sharing controls: **Admin only**, **Board owners**, **Team editors**, or **Approved client editors**. Client Admins can view this policy but cannot change it. |
The customer-seat list is scoped to the board's current customer. A manager who can open Share never sees another customer's seats in this window.
## Invite a teammate or named guest
Select **Share** and use **People with access**.
Choose **Editor**, **Commenter**, or **Viewer**, then select **Invite**. Existing eligible members receive access immediately. Everyone else receives a seven-day guest invitation.
A new guest opens the invitation, signs in with the exact email address that received it, and is taken directly to this board.
Return to **People with access** to change the role, revoke a pending invitation, or remove an active collaborator.
Use **Guest Editor** for hands-on external work, **Guest Commenter** for feedback without canvas editing, and **Guest Viewer** for a named read-only stakeholder.
## Share a customer board with client seats
Customer access is available only when the board belongs to a customer. The board cannot expose an organization-wide canvas to clients.
In **Customer access**, enable **Customer-wide board access**. Eligible seats assigned to that customer can now open the board.
An Organization Owner, Team Admin, or eligible Client Admin can review current-customer seats. Client roles are **Client Admin**, **Client Editor**, and **Client Viewer**.
Enable **Can create view-only links** only for a Client Admin or Client Editor who should share this board outside Bluplai. Turning this on does not grant editable public sharing or permission to invite editors.
An eligible Client Admin can manage only their exact customer. They can update that customer's client seats and customer-wide board access, but cannot change **Who can share**, invite team members or guests, move or delete the board, or grant access to another customer.
## Create a public view-only link
Use this workflow for a person who should review one board without receiving a Bluplai seat.
Select **Share**, then find **Anyone with the link**.
Choose the date and time when access should end. You may leave expiry empty, but an expiry is recommended for every external review.
Select **Create view-only link**. Bluplai copies the server-generated public URL. The link opens the public board, not the signed-in workspace route.
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 client link permission does not allow it. Ask a board owner or administrator.
## How Who can share works
| Policy | Who can create a view-only link |
| --------------------------- | -------------------------------------------------------------------------------------------------------------------------------- |
| **Admin only** | Organization Owner and Team Admin. |
| **Board owners** | Organization Owner, Team Admin, and the board creator. |
| **Team editors** | Eligible signed-in internal editors within their assigned scope. |
| **Approved client editors** | Board managers, plus a Client Admin or Client Editor for the exact customer only when **Can create view-only links** is enabled. |
Named invitations remain limited to board access managers. Selecting **Approved client editors** does not let a client invite a Guest Editor or change organization membership.
## Comments and live presence
* Editors can edit the canvas and comment.
* A Guest 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.
## 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 customer or to organization-wide scope turns customer access off, revokes every public link and pending guest 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. Customer-access and **Who can share** changes are recorded there too.
## Recommended setup
1. Keep editing restricted to named, signed-in people.
2. Start client stakeholders as **Client Viewer** and external reviewers as **Guest Commenter** or **Guest 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**, **Customer access**, active links, and **Admin → Audit Log** during access reviews.
Configure customer seats, roles, and separate view-only link permission.
Review recorded sharing and permission changes.