Sharing projects

Share a project with a contact

1. Open the project and go to Details.
2. Press Share externally at the bottom, beside Update Project.
3. Pick one or more contacts and press Use selected.

Each contact gets an email from your business with an Open project button. It goes to the contact's primary email address, so add an address to the contact first. A contact with no email address gets no email.

The shared contacts list above the buttons, with an X and icons for what's shared. A contact who wasn't on the project yet is added to it. Changes save straight away, so there's no need to press Update Project.

Choose what each contact sees

Click the icons beside a shared contact to open the options. Events, Invoices, Files and Notes can each be:

• Off: the contact sees none of that section.
• Linked: the contact sees only the items linked to the contact. A new share starts with every section on Linked.
• All: the contact sees everything in that section of the project.

Only items linked to the project count, and new ones show up straight away.

An item is linked to a contact when:

• the contact was added to an event, file or note with + Add shortcut > Contact
• a note mentions the contact with @
• the contact is the customer on a sale or quote, or the seller on a purchase.

Removing the shortcut hides the item from the contact straight away. With Invoices on Linked, a client sees only the quotes and invoices made out to that client, not purchases from suppliers on the same job.

What the contact sees in the portal

The contact presses Open project in the email, or goes to portal.centralos.au, enters an email address saved on the contact and types in the code that's emailed to that address. No password is needed. If the address already has a centralOS login with an authenticator app or a passkey, the portal asks for that too.

The sidebar lists every project shared with that email address, grouped by business. The project page shows:

• Details: the business's name and the project's status, dates and description.
• Events: each event and its date.
• Invoices: click one for the balance due, items, totals and its documents, such as the invoice PDF, to preview or download. Quotes show too. A purchase from the contact shows to the contact as a sale, and a sale to the contact as a purchase.
• Files: click one to preview or download it.
• Notes: click one to read it.

The portal never shows the project's emails, contacts, staff, whiteboard, history or agent chats. The project's description shows to everyone it's shared with.

Files from contacts

A contact can press Upload or drag files onto the project page, even with Files on Off. Uploads go into the project's Files, linked to the contact, and use your business's storage.

The project's staff get a notification for each upload, such as "Jane Smith uploaded 3 files to Smith Renovation". A project with no staff notifies your business's Owners. To do more with each upload, such as file it or reply, use the When a contact uploads a file trigger in Flows.

Stop sharing

• Press the X beside the contact. The contact stays on the project but can no longer see it.
• Removing the contact from the project, or moving the project to the bin, also ends sharing.

Things to know

• Anyone who can get a code at one of the contact's email addresses can sign in, so check the addresses before sharing. Deleting an address from the contact ends its access.
• Each new share shows in the project's History.
• Sharing isn't on every plan. Without it, Share externally is greyed out. Account and plan covers changing plan.
• On the phone, open the project and tap the share button in the bottom toolbar. Shared contacts show on the project with the same options.