Share your board

Sharing & inviting collaborators

To add other people to your board, just share your board URL with them.

Depending on your plan, the people you invite will either join the board as a team member or as a guest - both can participate.

  • If you are on the Free plan, everyone joining your board will need to sign-in and will be added to your team automatically. Joining the team grants them access to your dashboard and all boards inside it.

  • For those on a paid plan, if the person joining the board is not already a team member, they will join the board as a guest. Guests can choose to sign-in or use a temporary profile. A guest will only have access to the board you shared with them.

  • You can pre-invite people to join your team from the dashboard or the Admin settings.

Boards on a paid plan are protected by default, so only members of the workspace can access the board immediately. Anyone else that joins a protected board will be placed in a waiting room and has to request access to join the board. A paid member must be on the board at the same time to grant them access.

Remove Waiting Room

Paid plans can allow instant access to a board by changing the Join setting on your board:


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

How to share with Guests

  1. Share your board 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 workspaces

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

Guests are free of charge and are available on the paid plans. They are not available on the Free plan.

The Business plan has unlimited guests, while the Pro plan allows up to 10 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'. You cannot change a guest's name for them.

Sharing a board on the Free plan

Guest support and board privacy are premium features and not available to organizations on the Free Plan. Boards created under the Free plan will be always open to anyone who has the board link, as they were in the original Metro Retro.

Boards on a Free plan can be viewed by anyone, in a read-only state. In order to participate on a board, viewers must sign in to the organization as a team member. This also gives them access to all workspaces in your organization, and they can create their own boards in your space.

You can upgrade your organization space to a paid plan to get access to guests and security features for your boards. Security features include private folders, sharing options, access controls to restrict who can join the organization, and integration with your single sign-on (SSO).

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