Open a project (or a task, deal, account, contact, invoice or expense) and click Share. You can add individual people or a whole team as Viewer or Editor, optionally for a limited time, or click Create Link to get a guest link that works without a login. For projects, the guest link opens a read-only page with status, dates, progress and a simple task list, and never shows budget, owner, members or rates. Administrators can also mark a project Global so every internal user can see it.
In this guide
The ways to share a project in AutovellaHow to share a record with users or a teamHow to create and revoke a guest share linkWhat a guest sees on a shared project linkHow global projects workFrequently asked questions
How to create and revoke a guest share link
- Click Share on the record and find the Share Link section.
- Choose View only or Can edit. For projects the guest page is always read-only, see below.
- Optionally pick an expiry date (it must be today or later). Leave it blank for a link that stays valid until you revoke it.
- Click Create Link. The link is copied to your clipboard (Link created and copied to clipboard) and added to the list.
- Paste it into an email or chat. The link looks like
https://your-autovella-address/shared/...followed by a long random code.
Each link in the list shows its address, its access level and an expiry badge. Use the copy icon to copy it again. To switch a link off, click the x (Revoke link) and confirm Revoke Link. It stops working at once. Expired links are marked Expired and revoked ones Revoked. You can revoke a link you created, or any link on a record you have update permission for.
Anyone who has the link can open it, so treat it like a password. Create separate links for separate audiences so you can revoke one without affecting another, and set an expiry for anything temporary. If a link was forwarded somewhere it should not be, revoke it and create a new one.
A guest who opens a revoked, expired or mistyped link sees Link unavailable, saying it is invalid, expired or has been revoked.
Share progress without sharing everything
Start a free trial and send your first read-only project link.
What a guest sees on a shared project link
Project links open a deliberately limited, read-only page that does not require signing in. It shows:
- The project name, description, status, priority, start date, due date, progress and completion date.
- A Tasks list with each task's title, status and due date (up to the first 500 tasks, oldest first). There are no assignees and no task descriptions.
It never shows the budget, owner or creator, team members, rates or custom fields. Deleted projects and project templates are treated as not found, so a link to a project that has been moved to the recycle bin stops working until it is restored.
Links to other record types (a deal, invoice and so on) show a read-only summary of the record's fields. Fields that the person who created the link is not allowed to see are left out, and internal details are removed. The page is read-only for every record type, even when the link's access label says Can edit.
Share a project status without giving accounts. A guest link is a good way to show a client progress without inviting them into Autovella. If they need to comment, upload files or be assigned tasks, invite them as users or use a Customer role instead, see Roles, permissions and team sharing.
How global projects work
A global project is visible to every internal user in your organization without anyone being added to its team or assigned its tasks. Everyone gets viewer access and can log time against it, so it suits internal work such as training, meetings, leave cover or company-wide admin.
Mark a project as global
- You must be an Admin. Only Admins see the option.
- Create or edit a project with New Project or Edit Project.
- Tick Global project: Visible to every user in the organization, with no project or task assignment needed. Everyone can view it and log time (read-only otherwise).
- Save. Untick the box and save to make it normal again.
Other points to know:
- Global projects appear in the project and task pickers on Timesheets, so people can log time without being on the project. See Time tracking and timesheets.
- External collaborators are excluded. Contractor and Customer roles, and users flagged as external collaborators, do not get access through the global setting.
- Non-admins cannot turn the setting on or off. They can edit other project fields without changing it.
- Viewer access is read-only. Someone with only global access cannot edit the project, though existing role and share rules still apply on top.
Frequently asked questions
No. Anyone with the link can open it without signing in, which is why you should share it carefully, set an expiry date for temporary access and revoke it when it is no longer needed.
A read-only page with the project's name, description, status, priority, dates and progress, plus a list of task titles with status and due date. Budget, owner, members, rates and custom fields are never shown.
Open the record, click Share, find the link in the Share Link section and click the x (Revoke link), then confirm. The link stops working immediately.
Viewer can read the record but not change it. Editor can also edit the record and manage who else it is shared with.
Yes. Use Add Team in the Share window, choose the team and a Viewer or Editor access level. Every member gets access, and people who join the team later get it too.
Only Admins. The Global project checkbox appears in the New Project and Edit Project form for admins and makes the project visible to every internal user, who can view it and log time on it.