A share puts the project in front of somebody without moving anything: the same locations, the same photos, one current version. What each person sees is decided by the role you give them.
What a recipient gets
- The project's locations with their photos and details, filed under the same script locations you filed them under
- Walkthrough video, playable in the browser with nothing to download and no account needed. See Adding Video to a Location
- References and mood boards, which the Creative Team role can also edit
- Comment threads on individual locations, so a note lands on the location rather than in an email
- The light or dark theme you choose when you create the share, on a phone as readily as a laptop
What they do not get is whatever the role withholds. Rates, addresses, and owner contacts are the three that matter, and Creative Team hides all three.
Sharing a project
- Open the project and click the "Share" button
- Choose a role for each person you invite:
- Creative Team: for directors and clients. They view, comment, rearrange, and edit references. Rates, addresses, and owner contacts stay hidden - Production Team: everything above, plus day rates and addresses. They cannot add new locations - Locations Team: full access, including owner contact details, adding locations, and changing the project structure. This is the one for scouts and coordinators working the job with you
- Filter what they see by Scout picks or Final selects if the whole option list is more than they need
- Generate a link for anyone who should see the project without an account, or invite by email for people you want to name
Roles can be changed later without reissuing anything, and access can be revoked at any point. Owners see every share on their project, including links a Locations Team member created.
Choosing what they see
A share carries a filter as well as a role. You can send the whole project, or only the scout picks and final selects, or only the final selects. That last one is what you want for a client who should see the three you are proposing rather than the thirty you looked at. See Scout Picks and Final Selects.
Shares can be given an expiry date, which is worth using on anything confidential, since a link with no expiry stays live until someone remembers to revoke it.
What sharing changes in practice
The thing that actually saves time is that there is one current version. Nobody is looking at Tuesday's PDF while you are discussing Thursday's shortlist, and feedback lands on the location rather than in four separate email threads.
Roles do the rest of the work. A director looking at the creative view and a producer looking at rates are reading the same project without either of them wading through the other's material.
Be clear-eyed about one limit: you can see whether an invited person accepted their invitation, and you can read their comments. There is no view tracking. If a link has been opened and nobody has commented, that looks the same as nobody opening it, so silence is not data. Chase it the way you would have anyway.
Getting more out of it
Send fewer options than you have. A shortlist of three with a note on each gets a decision. Thirty locations with no commentary gets "let's discuss on Monday".
Say what you want back. Recipients who have not been told what kind of feedback is useful default to either silence or opinions on the wrong things.
Look at the link yourself before sending it. Open it in a private window and you see what they will see, which is the fastest way to catch a share filtered more tightly than you meant.
Set the expiry when you create it, not later. Later does not happen.
Related:
- Location Sharing for sending a single location
- Invite Team Members and Build Your Network for people you work with repeatedly