Share Access (Share Wizard)

At a glance

Location	Sidebar → Team → Share Access button (a single board: board → Manage pipeline → Sharing)
Plan	All plans, including the free tier
Related features	5

A unified wizard for inviting team members and sharing inbox access. The wizard follows 5 steps: Who → Role → Pipeline (if there is a board to share) → Filters (if scoped) → Review.

4 role presets:

• Viewer - Read-only access within assigned filters. Every action flag off (the pipeline board is still visible, but cards cannot be moved). Contact visibility: chat_only.
• Team Member - Can send messages, schedule messages, use AI, and archive chats within assigned filters. Contact visibility: chat_only.
• Manager - Full permissions within assigned filters: send messages, edit contacts, edit labels, set alarms, schedule messages, use AI, archive chats, manage payment reminders, move pipeline cards. Contact visibility: full.
• Full Control - Unrestricted access to the entire inbox, identical to admin. No filter scoping.

All four presets are available on every paid plan; the Free Trial cannot share the inbox at all.

11 granular permission flags (customizable after picking a preset): can_send_messages, can_schedule_messages, can_edit_shared_labels, can_edit_contacts, can_set_admin_alarms, can_use_ai, can_archive_chats, can_manage_payment_reminders, can_view_pipeline, can_move_pipeline_cards, can_edit_pipeline.

can_edit_pipeline (creating, renaming, reordering, archiving or automating pipeline stages) additionally requires the organization Manager role, so it stays off on the three scoped presets - Viewer, Team Member and Manager - and takes effect only for Full Control and for organization managers.

Flag dependencies: can_schedule_messages and can_manage_payment_reminders require can_send_messages.

Contact visibility: none (no contact details), chat_only (see chat but not phone/details), full (full contact info).

MCP Dashboard for scoped shares: Choosing Viewer or Team Member also grants read-only access to the MCP Dashboard, scoped to the shared chats/filters - viewing it never spends the org's AI budget.

Spun Chat toggle: Each invite includes an on/off toggle for Spun Chat access.

Sharing a pipeline board: A scoped share can name one pipeline board, and optionally only some of its stages. The sharee opens that board with only the shared columns on it, and with no Unstaged column, because a card that sits on no stage is outside a stage share. Picking a board switches on can_view_pipeline, and whether they may move cards follows can_edit_shared_labels, so a Viewer is shown the board without gaining the ability to move anything. The server enforces this rather than the screen: a sharee cannot move a card into a stage that was not shared with them, cannot read that column's cards, and cannot move a contact outside what they were shared. A move they do make is recorded under their own name in the stage history.

Sharing a board from the board: Manage pipeline has a Sharing section, so "share this board with my secretary" is one step from the board instead of a trip to the Team panel. It opens the same wizard with that board already picked, and every permission and stage choice still happens there. The section also lists who has access, naming each way they got it - a direct share, or "via project X" for access that comes from a linked project. A direct share can be removed from the list; a project-derived one is read-only there and ends by detaching the project link. Removing a direct share from someone who also holds the board through a project says so, because their access continues. The section is shown to organization managers only, which matches the server: both the access list and the removal are manager-gated there.

Quick invite: Also available from the contact detail drawer (invite by phone, auto-links if existing Spun user).

How to use

1. Open the Team panel from the sidebar.
2. Click "Share Access".
3. Step 1 (Who): Enter the email or phone of the person to invite, toggle Spun Chat on/off.
4. Step 2 (Role): Pick a preset - Viewer, Team Member, Manager, or Full Control. Viewer and Team Member also come with read-only MCP Dashboard access scoped to the shared chats. Click "Customize permissions" to override individual flags.
5. Step 3 (Pipeline): if there is a board to share, pick one and tick the stages to share, or skip the step. Leaving every stage ticked shares the whole board, so a stage added later is shared too.
6. Step 4 (Filters): If scoped role, select which saved filters they can access.
7. Step 5 (Review): Confirm and send invitation. Quick invite is also available from any contact's detail drawer. To share one board instead, open the board → Manage pipeline → Sharing → "Share this board", which opens the same wizard with that board preselected, and shows who already has access.

Related features

• Team Members
• Contacts
• Saved Filters
• Spun Chat
• Sales Pipeline

FAQ

• How do I share access with someone?
• How do I invite a team member with limited access?
• What is filter-limited access?
• How do I control what a team member can see?
• What are the sharing permission presets?
• How do I share specific filters with a user?
• Can I control if a user can send messages?
• What is contact visibility in sharing?
• How do I do a quick invite from a contact?
• What roles are available when sharing?
• Does a shared team member get access to the MCP Dashboard?
• How do I share a pipeline board with someone?
• Can I share only some stages of a board?
• Why can a teammate not move a card I shared with them?
• Why does a shared board have no Unstaged column?
• How do I share a board without leaving it?
• Who has access to this board?
• How do I stop sharing a board with someone?
• Why is someone still on the board after I removed their access?