🤝Share your board

Sharing & inviting collaborators

Protected boards

All boards are protected by default, so only members of the organization or team can access the board immediately. Anyone else that trys to join a board will be asked to sign in or create an account. The Organization Account's Access Controls determine if they can join.

External Guests can access boards when the Guest Link is shared with them.

Boards can be viewed or joined by guests immediately when the share settings have been set to allow 'anyone with the link'.

Sharing permissions explained

Can be joined by	Choose who can instantly join and edit the board. Everyone else will be added to the waiting room waiting for approval by a team member.
Can be viewed by	Choose who can view the board. (This setting must be at least as permissive as the 'joined by' setting above).

Guests

External collaborators can be invited as a "Guest" - this allows you to work securely with people outside your team, such as clients, partners, and external contractors.

Guest limits apply, depending on your plan:

• Business: 2 guests per board

• Enterprise: Unlimited guests

How to share with Guests

1. Copy and share the Guest Link with the intended guest. Depending on your sharing settings (see the top of this page 👆) the board will be visible or protected.

2. They can then choose to sign in or use a temporary profile.

3. If the board is protected you will get a notification on the board that someone is waiting to join.

4. They will join the board and can participate.

What can Guests do?

Guests use all tools enabled for them by the Host, such as sticky notes, pen, images etc.

Guests cannot:

• Create boards

• Start, edit, or run a meeting

• Switch to Design Mode if a meeting is running

• Use Host controls

• Change the Sharing settings

• Manage the access of other Guests

• See the organization dashboard or teams

Guests only have access to the board that is shared with them - they cannot access your dashboard.

A temporary guest profile is saved as a cookie on the user's device, meaning they can use the same guest profile across multiple boards and sessions within an organization while the cookie is saved on that device. They can later claim the account by signing up with an email and password.

Managing Guests

You can see your available guest slots and manage access in the share settings menu.

This organization is on the Business plan and has 2 guests per board

If you want to add more guests to a board but the Guest slots are all taken, then you will need to remove existing Guests from the board, or talk to us about extending your Guest limit.

You can remove Guests from a board at any time through the 'Manage Access' option in the Share settings:

Changing a Guest's name

A guest can change their own name on the Account page. They can navigate there by clicking the Metro Retro logo in the top left, then clicking 'Account' or going to https://metroretro.io/account. You cannot change a guest's name for them.