Sharing a whiteboard

Inside your workspace

Every board is either open to the workspace or private to a few people.

• Open to everyone (the default) — anyone who can reach the space, folder or project the board is filed in can open it. You choose whether they land as Can view, Can edit or Full edit.
• Private — only you and the people you invite. Use Make private in the Share dialog, then add people one at a time.

The three levels:

Inviting someone directly on a board always adds to what they'd otherwise get, so it's the way to give one person access to one board without changing anything about the space it lives in.

Sharing with clients and people outside Kokar

Turn on the public link in the Share dialog and you get a link anyone can open — no account, no sign-in, nothing to install. There's a QR code too, which is the quickest way to get a board onto the screens in a room.

You choose what people with the link can do:

Can edit is available on Standard, Business and Enterprise. On the Free plan you can still share a board publicly — it's view-only.

Some things stay yours either way. People on a public link can't add images, generate AI images, or reach anything else in your workspace. They show up on the board anonymously, so you can see someone's there without handing over anyone's identity.

Turning sharing off

Switch the public link off and it stops working right away. Keep in mind it's the same link if you turn sharing back on later, so anyone who saved it regains access at that point. If a board becomes sensitive, move it or make it private rather than relying on the link being off.

Frequently asked questions

Does a public link need a password or an account?

Neither. Anyone with the link opens the board straight away in a browser. Only share it with people you're happy to have see the board.

If I turn the public link off, is the old link dead?

It stops working immediately. But it is the same link that comes back if you switch sharing on again later — so treat turning it off as pausing, not shredding.

Can people on a public link see my tasks and docs?

No. They see the drawing. Task and doc cards on the canvas don't open your workspace for them, and they can't add images.

Someone can't find a board I shared with them. Why?

They may not have access to the space or project it's filed in. Invite them on the board itself from the Share dialog, which gives them access to the board regardless of where it lives.

Keep reading

Creating and building a boardMaking a board, starting from a template, using shape packs, changing the canvas, and exporting what you've drawn.Plans and limitsHow many whiteboards each plan includes, what archiving does to that number, and how much one board can hold.Tasks, docs and AI imagesDrop live tasks and docs onto the canvas, turn a sticky note into a real task, and generate an image from a description.Working on a board togetherLive cursors, the laser pointer, following a teammate around the canvas, and presenting to everyone at once.