Share & collaborate
Sharing a cloud project (Pro) comes in two shapes, and they answer different questions:
- Invite a member — for people who work on the project. They sign in, they get a role, and they can edit if you let them.
- Publish a read-only link — for people who only need to read it. No account, no invitation, nothing they can change.
Invite a teammate
- Open the cloud project you want to share.
- In the project detail page, find the members section and click Add member.
- Type their email address and choose a role (default is Editor).
- They receive an invitation by email. When they sign in with that email address and accept, they're added to the project.
An invitation is bound to the exact email it was sent to — someone signed in under a different address must accept on that other account, then switch to this one inside the project.
Roles and permissions
| Role | Can read | Can edit | Can manage members & invitations |
|---|---|---|---|
| Viewer | All diagrams | — | — |
| Editor | All diagrams | All diagrams and content | — |
| Admin | All diagrams | All diagrams and content | Yes |
| Owner | All diagrams | All diagrams and content | Yes |
Owner and Admin can both manage the team — invite new members, resend or revoke invitations, and change member roles. Owners have the additional ability to delete the project and transfer ownership. You're the project owner by default when you create it.
Accept an invitation
When someone invites you to a project, you receive an email. On the Projects hub (Pro), an Invitations section appears at the top showing pending invitations:
- Project name — which project you're invited to
- Role — the access level (Viewer, Editor, or Admin)
- Time left — how many days until the invitation expires (12 days from send)
Click Accept to join the project, or Decline to turn it down. The invitation is tied to the exact email address it was sent to — if you need to accept under a different email, switch accounts first.
An invitation you haven't answered expires 12 days after it was sent. If you miss the deadline, ask the inviter to resend it — accepting is permanent, so once you've joined there's nothing left to expire.
Managing invitations
Pending invitations appear in the members list with a status. You can:
- Resend an invitation to remind them (sends another email to the same address)
- Revoke an invitation to cancel it
Invitations expire after 12 days. If a teammate doesn't accept within that time, you can resend the invitation or revoke and re-invite.
Copy a cloud project
Project owners and admins can create an independent copy of a cloud project. Click the Copy action on the project's row in the hub, and a dialog asks who should have access to the copy:
- Just me (I become sole owner) — the copy is private, only you can access it
- Keep current members and roles — all current members are copied with their existing roles; you are set as the owner
The copy is a new, completely independent project. Changes to either one don't affect the other.
Promote local projects to the cloud
If you're on a free account, you can work on local projects (stored in your browser). When you upgrade to Pro, you can move these to the cloud for sync and sharing.
On the Projects hub, a Promote all to cloud banner appears when you have local projects. Click the button to move all unpromoted local projects to your cloud account at once.
You can also promote a single project by clicking Promote (or Promote (Pro) if you're not yet upgraded) on the project row.
Audit log
Every change to the project — who edited a diagram, when a member was added, role changes — is recorded in the audit log. You can view it from the project detail page to track what's happened and who made changes.
Publish a read-only link
When someone needs to read your architecture — a stakeholder, an auditor, a supplier, a candidate — inviting them into the project is more access than they need, and exporting a PDF gives them a snapshot that is out of date the moment you change something.
A published link is the middle ground: a single URL that opens the live project, read-only, with no account and no subscription.
Publishing one
- Open the cloud project's detail page.
- Find Published links and click Publish a link.
- Optionally give it a label — a note to yourself about who it is for, like Board review or Vendor Acme. Only you ever see it.
- Optionally choose when it stops working. The default is until I revoke it.
- Click Publish link. Copy the URL, or send it straight from the dialog.
The link looks like https://…/p/tZlpK2K6Wu7V-LLbqsHoySMKVSG9Ag7s. That long key is the whole permission — it is unguessable, and anyone holding it can read the project. Treat it like a password.
What the reader sees
Everything you have modeled, and nothing else: the C4 model, deployment environments, F4 process flows and decision records, in the ordinary viewers with the ordinary navigation. They can explore, drill into diagrams, open element details and read descriptions.
They cannot change anything, they are never asked to sign in or upgrade, and the page carries no link back into your account. It is marked Read-only throughout so nobody wonders where the edit button went.
The link shows the project as it stands in the cloud right now — so a reader who comes back next month sees your latest saved work, not the version you shared. Published pages are also marked as not-for-indexing, so search engines leave them alone.
Sending it to people
Click Send… on a link, paste in as many addresses as you like — commas, spaces or new lines all work — and add a note if you want. Everyone gets the same link.
We keep no record of who you sent it to. That's why revoking is the way you take access back: there is no per-person list to prune, and you never have to remember who has the link. Send it again tomorrow to five more people; nothing about the link changes.
If you already have access
A link says nothing about who is holding it, and often the holder is someone already on the project — you checking what you published, or a teammate who was forwarded the link by somebody else.
In that case the header offers Edit in your account (or Open in your account if your role is Viewer), and it lands you on the same diagram you were reading, in your own copy. Everyone else sees nothing there: the offer only appears for a real member, and holding the link is never what earns it.
Revoking
Click Revoke on the link and confirm. It stops working immediately, for everyone holding it, and it cannot be brought back — publishing again produces a different link.
Anyone who opens a revoked or expired link sees the same short page: this link isn't available, it may have been withdrawn or expired, ask the person who shared it. It never says which — so a dead link can't be used to work out whether a key was real. Members of the project are quietly pointed at signing in, where the project is waiting in their own list.
That is why several links are worth having. Publish one per audience, label them, and you can cut off the supplier without cutting off the board.
Keeping an eye on a link
Each row shows how many times its link has been opened. It is a plain count and nothing more — no names, no addresses, no locations. It is there to answer is anyone actually using this, and has this got out further than I meant.
Everyone on the project can see that it is published; only Owner and Admin can publish, send or revoke.
When to use what
| You want to… | Use |
|---|---|
| Let someone edit the model | Invite a member as Editor |
| Let someone read the live model, without an account | Publish a read-only link |
| Put a diagram in a slide deck | Export an image |
| Hand over a fixed, self-contained document | Export Markdown or PDF |
Think before sharing widely, whichever you pick: a context diagram is usually safe for any audience, while detailed container or deployment views can reveal infrastructure you'd rather keep close.
Where next
- Collaborate on a cloud project — how a team's simultaneous work combines, and the habits that keep it smooth.
- Sync, merges & conflicts — what happens when two of you edit at once.
- Export diagrams — the formats and when to use each.
- Manage projects — cloud vs browser storage.