Sharing Projects

Share your HVAKR projects with team members, clients, or external collaborators.

Sharing a Project

Open the Share Drawer

1. Open the project
2. Click Share in the toolbar
3. The share drawer opens on the right

You can also right-click a project, folder, or template on the home screen and choose Share. The dialog uses the same sharing controls as the project drawer.

Only project owners and admins can invite collaborators or change permissions. Other collaborators see the current access list but cannot modify it.

Invite by Email

Add collaborators:

1. At the top of the drawer, enter one or more email addresses, or type a name to pick a person or user group in your organization. Separate entries with commas
2. Pick a role at the right of the field. The default is Member
3. Click Share

New collaborators and user groups get the role you picked. HVAKR skips your own address, anyone who is already a collaborator, and anyone with a pending invite, so re-inviting an existing Owner or Admin never downgrades them. To send a pending invite again, use Resend (see Pending Invites).

What happens next depends on the invitee’s account:

• HVAKR account with a verified email: access starts immediately. The person shows in the access list with their email under their name.
• No HVAKR account, or an email that is not verified yet: HVAKR records a pending invite and emails a Sign Up link. The person shows with Invited under their email until they sign up and verify that email address. Then they get access with the invited role.

Permission Levels

Each person, user group, and organization has one role. Open a role menu to see the same summary:

• Owner: full control, including managing access. Every project must have at least one owner. Only people can be owners.
• Admin: can edit the project and manage sharing, including changing roles
• Member: can edit the project
• Commenter: read-only on project data, and can post in Chat. A Commenter can download an existing export but not create one
• Viewer: read-only on project data. A Viewer can download an existing export but not create one

To change a role, click the role at the right of a row and pick a new one. To remove access, pick Remove at the bottom of the same menu. You cannot remove yourself. The sole owner’s role cannot be changed until a second owner is added.

Copy a Project Link

Click Copy Link at the bottom of the drawer. Copying a link does not grant access. The link only works for people who already have access. Invite new collaborators before sending them the link.

Managing Access

People and Groups With Access

Below the invite field, one list shows everyone with access, in this order:

1. You
2. Other people, by role from Owner to Viewer, then by name
3. Pending invites, by email
4. User groups, by name

A user group row shows how many people are in the group. Click the row to show the people who get access through the group. Click it again to hide them. To change one person’s access, invite them directly.

A person keeps the highest role they get from any source. When a person gets a role through a user group or general access, their row shows that role, and the lower roles in their menu are unavailable. Hover a lower role to see where the access comes from. User groups work the same way under general access for their organization. To give less access, lower or remove the group or general access role.

Access Through Folders

A project, template, or folder inside a folder inherits access from that folder and every folder above it. The list shows each person and user group that gets access through a folder, with a Through the <folder name> folder tag and the folder role.

• To give a person a higher role on this item only, pick the role in their row. HVAKR adds a direct grant for that role. Picking a role at or below their folder role changes nothing; change it on the folder.
• To remove that access, change sharing on the folder. Inherited rows have no Remove action.
• When General access comes from a folder, you cannot set it back to Only people invited here. Change it on the folder.
• When HVAKR Support has access only through a folder, its switch is on and locked. The tooltip names the folder.

Pending Invites

A pending invitee cannot open the project yet. To send the invitation email again, open the invite’s role menu and pick Resend invite. The same menu changes the role the invitee gets, and Remove revokes the invite.

General Access

General access sets whether everyone in your organization can open the project:

• Only people invited: only the people and groups in the list have access
• Everyone at your organization: every member of your organization gets the role at the right of the row. The default is Member

If another organization holds the grant, the row names that organization.

HVAKR Support

At the bottom of the drawer, select HVAKR Support to share the project with the HVAKR team for engineering help. This switch changes support access immediately. Clear it to remove support access.

@mentioning HVAKR Support in a chat message also grants access. HVAKR adds Support as a Member as soon as you send the message, even if you dismiss the invite prompt.

Organization Members

Organization membership does not automatically share projects. Set General access to everyone at your organization, share with a user group, or invite individual people to give teammates access.

Notifications

When an invitee gets access, HVAKR adds an item to their Inbox and emails them a View link to the project. A pending invitee gets that notification once they sign up and verify their email. Until then, they have only the You’ve Been Invited to an HVAKR Project! email with its Sign Up link. Invitees who turn off Project Invite Emails still get the Inbox item. You can control which notification emails HVAKR sends from Settings > Preferences. See Account Settings.

Best Practices

Access Control

1. Only share with people who need access
2. Start with Viewer for external reviewers, then upgrade if they need to edit
3. Review the collaborator list periodically

External Collaborators

1. Invite by email: they sign in with their own HVAKR account
2. Access is limited to the projects you explicitly share
3. Remove access when the collaboration ends