--- title: Sharing a Site description: >- Learn how to share a site in Clear Ideas effectively. Add users, set permissions, configure settings, and manage collaboration for secure document sharing. ogTitle: Sharing a Site Guide ogDescription: >- Complete guide to sharing sites in Clear Ideas. Learn to add users, set permissions, and configure collaboration settings for secure access ogImage: /assets/images/og/getting-started-sharing-a-site.webp navigation: icon: fasl fa-share --- # Sharing a Site: Getting Started Guide Sharing a site in the Clear Ideas App is a crucial step in managing collaboration and ensuring the right users have access to your organized content. Follow the instructions below to prepare and share your site effectively. ## Preparation ### Before Sharing a Site: Checklist Before you share your site, ensure the following: - **Organize Information**: Verify that all content is structured and grouped according to your preferences to facilitate easy navigation for users. - **Review Site Settings**: Double-check all site settings to confirm they match your intended privacy, notification, and collaboration preferences. - **Best Practices**: Ensure that any sensitive information is appropriately protected and that user permissions align with their roles and responsibilities. > **Before You Make a Site Public**: Ensure all content is uploaded and is organized and sorted in the manner that you would like. If you are using numbering, it a good time to enabled numbering for the site. This will minimize changes that your users will see. ### Adding a User: Step-by-Step 1. **Navigate to the Users Tab** - Access the Users tab from your site page. The Users tab is located in the site navigation alongside Content, Analytics, and Settings. - Alternatively, you can access user management from the main users menu if you have multiple sites to manage. - **Note**: Only users with Admin role can add other users to a site. 2. **Select 'New User'** - Click on the "New User" button in the Users section. - A dialog will open where you can enter user details and configure access. - **Note**: If your account doesn't support adding users (e.g., free accounts), you'll see a message prompting you to upgrade. 3. **Enter Email Address** - Input the email address of the user you wish to add in the email field. - You can add multiple users at once by entering multiple email addresses separated by commas or pressing TAB after each email. - **Multiple Users**: Add up to 25 users at once. Enter each email and press TAB or comma to add it to the list. - If a user already has a Clear Ideas account, their name may appear automatically. - **Existing Users**: Users already added to the site will be highlighted to prevent duplicates. 4. **Select Sites (If Applicable)** - If adding users from the main users page (not site-specific), you'll need to select which site(s) to add them to. - Click the "Select Site(s)" field and choose one or more sites from the list. - Site icons and names help you identify the correct sites. - You can select multiple sites to add the same users to multiple sites at once. 5. **Select Permission Level** - Choose the appropriate permission level (role) for the user from the Role dropdown: - **Viewer** - Can view files but cannot download - **Downloader** - Can view and download files - **Uploader** - Can view, download, and upload files - **Editor** - Can view, download, upload, and organize files - **Admin** - Full access including user and settings management - Each role shows a description of its capabilities to help you choose the right level. - Learn more about **[User Permissions](/site-administrator-guide/managing-users)** 6. **Set Expiry Date (Optional)** - Optionally, set an expiry date for the user's access by checking the "Set Expiry Date" option. - Choose from preset options (7 days, 30 days, etc.) or select a custom date. - **Note**: Free accounts are limited to 48-hour expiry periods. Professional accounts do not support expiry settings. - When the expiry date is reached, the user will lose access to the site automatically. 7. **Add the User** - Review all the information you've entered. - Click "Add User" or "Add Users" to confirm and add the user(s) to your site. - The dialog will close and the user(s) will appear in your users list. - **Validation**: The system will validate email addresses and show warnings for invalid formats or existing site members. 8. **Make the Site Public** - Once you've added all users, navigate to Site Settings > General. - Change the site's visibility status from "Private" to "Public". - This action will send notifications to all added users: - **New users** will receive an email invitation to join Clear Ideas and access the site. - **Existing Clear Ideas users** will be notified that they now have access to the site. - Users can then sign in and access the site according to their assigned permissions. ## User Management Tips **Adding Multiple Users**: You can add up to 25 users at once by entering multiple email addresses separated by commas. This is efficient when setting up a new site with many collaborators. **User Roles**: Choose the minimum permission level needed for each user. Start with Viewer or Downloader and promote users to higher roles only when necessary. **Expiry Dates**: Setting expiry dates is useful for temporary collaborators or time-sensitive projects. Remember that free accounts have limitations on expiry periods. **Existing Users**: If a user already has a Clear Ideas account, their name will appear automatically when you enter their email. This helps verify you're adding the correct person. **Site Privacy**: Keep your site Private until you've finished adding all users and organizing content. Once everything is ready, change it to Public to notify users. ## Notification Preferences Customize your notification settings (Settings > Notifications) to receive email alerts for specific activities, such as: - When a new user accepts your invitation - When users are added or removed from sites - When site settings change - Other significant site interactions This ensures you stay updated on important site activities and user access changes. ## Related Documentation - [Managing Users](/site-administrator-guide/managing-users) - Detailed guide to user permissions and management - [Site Settings](/site-administrator-guide/general-site-settings) - Configure site privacy and other settings - [Notifications](/guide/notifications) - Manage your notification preferences By following these steps and considerations, you can efficiently manage user access and enhance collaborative efforts within your site.