Invite people to Shared Spaces

See how it works on the Windows Desktop App

The quick way on the Windows Desktop App

• Invite people via email 
• Generate a link to share on other messaging platforms
• Revoke Access to a participant

Do this step by step

Inviting people via email

When internal participants are invited to a Shared Space, they have the same permissions as the owner of the shared space. This means they can edit the Shared Space title and description, invite people, view and edit external participant profiles, etc.

External participants invited to the Shared Space can edit their profile, view all content, comment on files, view other participants' profiles, and invite others if enabled.

Note: While there is no limit on the number of people that can be added to a Shared Space, we recommend inviting up to 15 participants for a smoother experience.

1. When you're ready, it's time to start inviting people to your space. After opening the Shared Space, click the Invite button and enter the email address(es) of the invitees. In the field below, write a custom message that will be attached to your invite.
2. If available, you will see the option to log the invitation activity to an opportunity, account, contact, or lead in your CRM. If the Shared Space is already logged to an account or opportunity, it will automatically populate. This field will be automatically populated from the email addresses you input in the recipient invite field. After clicking Send Invite, you'll be alerted that it successfully logged to your CRM and have the option to view the log inside.

   Note: If Log to Salesforce is disabled in your account, you can search your Showpad contacts and find internal users. If Log to Salesforce is enabled, you will only find Salesforce contacts when searching for recipients. Internal users cannot be found while the toggle is on.

   
3. After inviting someone, you will get the option to fill out their profile details by clicking Edit Profile next to the recipient. The recipient can also fill out their profile details once they log in.
4. You will notice your name above the content area on the landing page of the space in the participant menu. As you invite others to your space, you will see their names as well. If you have an avatar, it will populate. External participants will not have avatars. Participant status will also be visible here, which indicates whether their invitation is pending, they have current access, or their access has been revoked. It will also list the date of their last activity within the Shared Space.
   If there are more than four participants in the Shared Space, the rest will be bundled to the right, and you can click to open the full list of people.

   There are four statuses available for the invited prospects:

   • Pending invite: The invitation email was sent, but the prospect hasn't signed in yet. Tap the Remind Participant button to send them a reminder by email or link.
   • Requested access: The prospect received the invitation by link, so the email address they used to log in with wasn’t recognized. Tap the three dot menu and select Grant Access if you want them to join.
   • Access revoked: The prospect can't access the Shared Space anymore. If they try to log into the Shared Space, they will see an error that the Shared Space link is invalid. Other participants will no longer see a revoked user.
   • Last active date: The last date the prospect signed into the Shared Space.

   Note: Steps 5 - 9 show what your invitee sees in their web browsers.

5. When you invite a customer, they will receive an email with your personalized note and a request to activate their account. Once they accept your invitation, you will be notified via email.
6. Customers or external participants who haven't registered with a Shared Space will see a Privacy Notice when first visiting the Shared Space from a link. They will need to consent to the privacy notice to view the space. Check the box and click Continue to gain access.
7. Upon their next sign-in, your participant will be prompted to enter their email address.
8. Your prospect has the option to set up a password or request a 1-click login link that verifies their email to their identity and allows access to the Shared Space.
   
9. If you are inviting an internal Showpad user to your Shared Space, their email will auto-populate as you begin to type. The invitation they receive will look different than what a customer sees. They will be prompted to use their Showpad credentials to login into the shared space. Colleagues with a Showpad license do not need to accept the invite or create an account, they are immediately added. 
   
10. Back in the Shared Space, you can click on a participant's name to view all participants' data if you have added that information already. For external participants, you can click the three-dot menu and select Edit Profile, to edit a participant's profile information at any time. You can also revoke access to the space individually in this window.
11. Another way to see a full list of participants is to click People in the menu area to the right. Click the three dots to the right of their name to edit their profile information, or revoke or grant access from this view. In the event they did not receive their invitation to join the space, you can trigger a new invitation here by selecting Send Reminder Email.

Pending Invites

On the Shared Spaces overview page, you will see how many pending notifications there are for each Shared Space. Additionally, when invitations have been pending for seven days or more, you will be prompted to take action.

1. Click Remind participants from the overview page. 
2. A list of each participant with a pending invitation will appear. Click Remind Participant, and choose to Send Reminder Email, or Get Link.
3. An email reminder will be automatically sent, or if you choose Get Link, it will be copied to your clipboard so you can share it with the participant. 
4. From within a Shared Space, if there are pending invites, you will see a View Pending Invites button in the participants bar. If invites have been pending for seven days or more, you will be prompted to take action in the same way as on the overview page.
   Click the View Pending Invites button and select Send Reminder Email or Get Link for each pending participant. 

Generating a link to your Shared Space

You can also provide colleagues and decision-makers a link to your Shared Space. This link can be copied to your preferred messaging platform. Links are not invitations to a Shared Space, however. If a person not invited to the Share Space receives a link, they will still have to request access, and you will have to grant it before they can join the space. 

1. In your Shared Space, go to the top menu and click Get Link to generate a link.
2. Select Copy to add the link to your clipboard.
3. Paste the link in your messaging application and share it with other decision-makers.
4. Whoever clicks on the link to the Shared Space will still have to be granted access to the space. To do so, they will first enter their email address. If the email address wasn't recognized as an invited participant, the option to Request Access will be available.
5. The link recipient will then enter their email address and click Request Access. An email will be sent to the person who owns the Shared Space. As the owner of the Shared Space, click the option to Review this Request button within the email, which will redirect you to the People list within the space. From there, click the three dot menu for the user who has requested access, then select Grant Access.
6. After being granted access, the recipient will get an email asking them to activate their account by logging in and filling in their details. They can then participate in the Shared Space.

Revoke Access to a participant

If a participant no longer wants or needs to be part of the Shared Space, you can revoke their access.

1. Click the People icon in the menu area to the right to access the full list of Shared Space participants.
2. Find the participant you want to be removed, and click the three dots to the right of their name. Here you can Edit their Profile & Preferences or Revoke or Grant Access to the Shared Space.

See how it works on iOS

The quick way on iOS

• Invite people via email 
• Generate a link to share on other messaging platforms
• Revoke Access to a participant

Do this step by step

Inviting people via email

When internal participants are invited to a Shared Space, they have the same permissions as the owner of the Shared Space. This means they can edit the title and description, invite people, view and edit external participant profiles, etc.

External participants invited to the Shared Space can edit their profile, view all content, comment on files, and view other participant's profiles. If enabled, they can also invite other people and upload their own content.

Note: While there is no limit on the number of people that can be added to a Shared Space, we recommend inviting up 15 participants for a smoother experience.

1. When you're ready, it's time to start inviting people to your space. After opening the Shared Space, tap the Invite button and enter the email address(es) of your invitees. In the field below, write a custom message that will be attached to your invite.
2. After inviting someone, you can fill out their profile details by tapping Edit Profile next to the recipient. The recipient can also fill out their profile details once they log in.
3. When opening your Shared Space, you notice your name above the content area and in the participant menu. As you invite others to your space, you will also see their names. If you have an avatar, it will populate. External participants will not have avatars. Participant activity status will also be visible here.
   If more than four participants are in the Shared Space, the rest will be bundled to the right. Tap the participant icons to open the complete list of people.

4. There are four statuses available for the invited prospects:

   • Pending invite: The invitation email was sent, but the prospect hasn't signed in yet. Tap the Remind Participant button to send them a reminder by email or link.
   • Requested access: The prospect received the invitation by link, so the email address they used to log in with wasn’t recognized. Tap the three dot menu and select Grant Access if you want them to join.
   • Access revoked: The prospect can't access the Shared Space anymore. If they try to log into the Shared Space, they will see an error that the Shared Space link is invalid. Other participants will no longer see a revoked user.
   • Last active date: The last date the prospect signed into the Shared Space.
5. When you invite a customer, they will receive an email with your personalized note and a request to activate their account. Once they accept your invitation, you will be notified via email.

   Note: Steps 4 - 8 show what your invitee sees in their web browsers.

   
6. Customers or external participants who haven't registered will see a Privacy Notice when first visiting the Shared Space from a link. They must consent to the Privacy Notice to view the Shared Space. Check the box and tap Continue to gain access.
   
7. Your participant will be prompted to enter their email address upon their next sign-in.
8. Your prospect can set up a password or request a 1-click login link that verifies their email to their identity and allows access to the Shared Space.
9. If you invite an internal Showpad user to your Shared Space, their email will auto-populate as you type. The invitation they receive will look different than what a customer sees. They will be prompted to use their Showpad credentials to log into the Shared Space. Colleagues with a Showpad license do not need to accept the invite or create an account. They are immediately added.
   
10. Back in the Shared Space, you can tap on a participant's name to view all participants' data if you have added that information already. For external participants, you can tap the three dot menu and select Edit Profile to edit a participant's profile information at any time. You can also revoke access to the Shared Space individually in this window.

Pending Invites

1. In the Shared Space, tap the grouped participants icon. 
2. To prompt an invitee, tap Remind Participant, and choose Send Reminder Email, or Get Link.
   If you're using your iPhone, tap the three dot menu next to the invitee and choose Send Reminder Email or Get Link.
3. An email reminder will be automatically sent, or if you choose Get Link, it will be copied to your clipboard so you can share it with the participant. 

Generating a link to your Shared Space

You can also provide colleagues and decision-makers a link to your Shared Space. Copy the link to your preferred messaging platform. Links are not invitations to a Shared Space, however. If a person not invited to the Shared Space receives a link, they will still have to request access, and you will have to grant it before they can join. 

1. In your Shared Space, tap the three dot menu and select Get Link to generate a link.
2. Select Copy Link to add the link to your clipboard.
3. Paste the link in your messaging application and share it with other decision-makers.
4. The link to the Shared Space will open in a web browser. The recipient will still have to be granted access. To do so, they will first enter their email address. If the email address isn’t an invited participant, the option to Request Access will be available.
5. The recipient will enter their email address and tap Request Access. An email will be sent to the person who owns the Shared Space.
   As the owner of the Shared Space, tap the option to Review this Request within the email, which will redirect you to the People list within the space. From there, tap the three dot menu for the user who has requested access, then select Grant Access.
6. After being granted access, the recipient will get an email asking them to activate their account by logging in and filling in their details. They can then participate in the Shared Space.

Revoke Access to a participant

You can revoke a participant's access if they no longer want or need to be part of the Shared Space.

1. In the Shared Space, tap the grouped participants icon.
2. Find the participant you want to remove and tap the three dot menu to the right of their name. Here, you can edit their profile & preferences or revoke or grant access to the Shared Space.