Sharing with guests

When you invite someone whose email isn't in your organisation, MindWeaveBoard treats them as a board-level guest. They get access to the specific board you shared, and only that board — never your other work, never your organisation's member list, never the rest of your workspaces.

This is how you collaborate with consultants, clients, partners, and anyone else who shouldn't be a full member of your team.

Three ways a guest invitation goes

When you invite an email through the Share dialog, the system picks one of three paths automatically based on whether that email already has a MindWeaveBoard account.

1. Same organisation as you

The recipient is already in your organisation. They become a regular board member immediately and see the board in their dashboard the next time they refresh. No email round-trip is needed.

2. Has an account in a different organisation

The recipient already uses MindWeaveBoard with someone else. They get instant guest access — the board appears in their Shared with me sidebar, and they get a courtesy email letting them know you shared it. They keep their existing organisation; they don't have to switch context to use yours.

3. No MindWeaveBoard account yet

The recipient is new to MindWeaveBoard. They get an invitation email with an Accept invitation button. Clicking it walks them through creating an account in their own personal workspace and lands them directly on the shared board. They never become a member of your organisation.

You see all three states in the Share dialog. Active members and guests appear under Members and Guests. Pending invitations (case 3) appear under Pending invitations with a Cancel button if you change your mind.

Roles you can assign to a guest

The same roles work whether the recipient is a member or a guest:

• Owner — full control. Usually reserved for the board's creator.
• Editor — can change anything on the board, invite others.
• Commenter — can add comments and tasks, can't edit shapes.
• Viewer — read-only.

You can change a guest's role at any time by clicking the role badge next to their name in the Share dialog. You can also remove a guest's access from the same dialog — it's reversible (you can re-invite later) and the guest keeps their account in their own organisation.

Tier limits

Each plan includes a number of guest collaborators per organisation:

• Personal — 0 guests
• Starter — up to 5 guests
• Advanced — up to 25 guests
• Enterprise — unlimited guests

The count is distinct external users across all your boards. A single consultant invited to three boards counts once, not three times. Pending invitations don't count toward the limit; only accepted access does.

If you hit the limit, the Share dialog tells you immediately and shows the upgrade target. See Plans and pricing for details.

What guests can and can't do

Guests can do everything their role allows on the boards they're invited to. They can edit shapes, add comments, run AI prompts, join voice sessions, export the board.

They cannot:

• See your organisation's other boards or workspaces.
• See your organisation's member list.
• Create new boards in your organisation.
• Be added as Org Admin or workspace member.

Their dashboard shows their own boards (if any) plus a Shared with me section with the boards you've granted access to.

When to use guests vs. members

• Member — they're part of your team, they should see the rest of your work, they need to create boards in your org.
• Guest — they're external, they need access to specific boards, you don't want them to see anything else.

You can also invite an existing org member as a board member with a different role on a specific board (e.g., default Editor, but Viewer on the leadership-strategy board). The two systems compose cleanly.

Related

• Sharing and collaboration — full reference for the Share dialog.
• Plans and pricing — guest limits per tier.
• Roles and permissions — how roles work across the platform.