Note: This guide is for projects that use the new Schedules and the project dashboard. For older projects that use the Client Dashboard, see How to manage your Client's Dashboard Access (legacy projects).
Check what each guest can see, change their access, and remove access when a project is finished. This guide shows you how.
To share content for the first time, refer to How to share content with your guests.
How access works
Each guest has their own visibility settings. Three levels control what a guest sees:
Features: the pages that they can see on their dashboard.
Items: the content that you share in each feature.
Fields: the information that they see in each schedule.
The five features
Feature | What the guest can see |
Schedules | The schedules that you share, with the fields and permissions that you choose |
Project Files | Files, folders, presentations, pinboards, Canva designs and SketchUp models |
Invoices | The invoices that you share. Guests can pay online. |
Project Management | The tasks that you assign to them |
Meetings | The meeting notes that you share |
A new guest starts with all five features on. They see nothing until you share content in a feature.
See what a guest can see
On the Project overview, select Share project.
Select the chevron next to the guest.
The guest's project visibility opens. It shows the features, and how many items the guest can see in each one. For example, "2 of 5 schedules selected".
Change what a guest can see
On the Project overview, select Share project.
Select ⋯ next to the guest.
Select Manage project visibility.
Select or clear the features and items.
Select Save.
Programa doesn't send an email when you select Save.
To change the fields that a guest sees in schedules, refer to How to control what a guest sees in a schedule.
Preview the dashboard as a guest
Use preview before you share, or when your guest asks a question.
On the Project overview, select Share project.
Select ⋯ next to the guest.
Select Preview project as.
Each item has its own preview too. For example, in a schedule's Share drawer, select Preview schedule as.
Send the invite again
If your guest can't find their email, send it again. Their access doesn't change.
On the Project overview, select Share project.
Select ⋯ next to the guest.
Select Email project again.
How your guest opens their dashboard
Each project has one Project link. Your guest opens the link and enters their email address. Programa then shows their own dashboard.
Manage the public link
A public link lets anyone with the link see the content that you make public. It doesn't use your guests' visibility settings.
It shows the full dashboard, but it's view-only.
People can't approve products, pay invoices or add comments with it.
To set it up:
On the Project overview, select Share project.
Select the Public tab.
Select the content that the public link shows.
Select Save.
Copy the link and send it.
When you turn the link off and on again, the link stays the same.
Let your client approve products
To let a guest approve or reject products, turn on Approve or reject products in their schedule visibility. For the full approval steps, refer to How to request client approvals and manage responses.
Remove access
Remove one item: in the item's Share drawer, select ⋯ next to the guest. Then select Remove access, for example Remove access to schedule. The guest can still see the project and other items.
Remove a guest from the project:
On the Project overview, select Share project.
Select ⋯ next to the guest.
Select Remove access to project.
Programa doesn't send an email when you remove access. Your project doesn't change. You can share with the guest again at any time.