Sharing and collaboration

The Share dialog (top-right of every board) is where you control who has access to a board and what they can do. This page is the full reference; for the specifics of external guests, see Sharing with guests.

Open the Share dialog

Click Share from any board you own or have admin rights on. The dialog has three sections:

• Members — people from your organisation who have access to this board.
• Guests — external collaborators (from outside your organisation) with access to this specific board only.
• Pending invitations — invitations sent but not yet accepted. You can cancel any of these.

Invite someone

Type an email address in the Invite field, pick a role, and click Invite. The system handles three cases automatically:

• Same organisation as you — they become a board member instantly.
• MindWeaveBoard account elsewhere — they become a guest; the board appears in their Shared with me dashboard.
• No MindWeaveBoard account — they receive an invitation email and create an account in their own personal workspace when they accept.

You don't pick the path — the dialog detects which case applies from the email and tells you what just happened.

Board roles

Four roles, applied per board:

• Owner — full control. Can change settings, share, delete, and assign other Owners. Usually reserved for the board's creator.
• Editor — can change anything on the canvas, invite others, comment, run AI prompts.
• Commenter — can add comments and tasks, react with stickers, but cannot edit shapes.
• Viewer — read-only.

Click the role badge next to anyone's name in the dialog to change their role. Changes apply immediately for the next time they refresh.

TIP

A teammate's organisation role doesn't override their board role. An Org Admin can still be a Viewer on a specific board if you set it that way — useful for review-only boards like a leadership-strategy snapshot.

Removing access

The ⋯ menu next to any member or guest has Remove. The person loses access immediately. Removal is reversible — re-invite them and they pick up where they left off.

For external guests, removing them here doesn't touch their MindWeaveBoard account — they keep their own organisation and just lose access to this board.

What everyone can do at any time

Regardless of role, everyone with access to a board sees:

• Live cursors and names of everyone else viewing the board.
• The full board history (snapshots and version restores).
• The list of comments and tasks on the board.

Roles control mutation, not visibility. Once someone has access at all, they see the whole canvas.

Shared with me

Boards that have been shared with you (from another organisation, as a guest) appear in your dashboard under Shared with me. You keep using your own account; nothing about your organisation changes.

Related

• Sharing with guests — the external-collaborator path in detail.
• Roles and permissions — the full role matrix across organisations, workspaces, and boards.
• Plans and pricing — guest limits per tier.