--- title: "Managing Collaborators" slug: "managing-collaborators" updated: 2026-10-16T15:47:18Z published: 2026-10-19T13:00:01Z canonical: "docs.vention.com/managing-collaborators" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.vention.com/llms.txt > Use this file to discover all available pages before exploring further. # Managing Collaborators Learn how to share a design, add collaborators (people and teams), and control who can view or edit it. ## Prerequisites - You are the Owner or an Editor of the design. Viewers can't open the **Share Design** dialog. ## Access the Share Design Dialog 1. **Share Design** dialog is accessible via the **main menu** of MachineBuilder and the **Share button** in your toolbar: ![](https://cdn.document360.io/3eee4d14-5ca0-4ea6-b426-1c19393e6a5e/Images/Documentation/Access_Share_Modal_anonymized.gif) ## Roles and Permissions | Action | Owner | Editor | Viewer | | --- | --- | --- | --- | | View and copy the design | Yes | Yes | Yes | | Edit the design | Yes | Yes | No | | Manage access: add or remove people and teams, change roles and general access, and approve or deny access requests | Yes | Yes | No | | Transfer ownership | Yes | No | No | | Leave the design | No | Yes | No | Each design has one Owner. Org Admins, the administrators of your organization, can also make someone the Owner and can add any team. ### How Access Is Calculated A person's access to a design is the highest level they get from three places: their own role, the role of any team they belong to, and the design's general access. A lower role never reduces access that comes from another place. For example, if a team is an Editor on a design and you also add one of its members as a Viewer, that member can still edit. ## Add People and Teams 1. In the **Share Design** dialog, type a name or email address in the add field. Matching people and teams appear as you type. Teams are marked **Team**. 2. Select the person or team from the results. A role selector appears in the field. It defaults to **Viewer**. 3. If needed, change the role to **Editor**. 4. Click **Add**. Access is granted right away, and the person or team appears in the list. > **Note:** Select the person or team from the results before you click **Add**. ### Good to Know - A team can't be the Owner. Everyone in a team gets the team's role, including people who join the team later. - Organization members can add only the teams they belong to. Org Admins can add any team. - You can add people who don't have a Vention account yet, but only by email. They show as **Pending** until they create an account. **Pending** only means the person hasn't created an account. It doesn't mean they are outside your organization. ## Change a Role 1. In the **Share Design** dialog, open the menu on the row of the person or team. 2. Select **Viewer** or **Editor**. You can't change your own role. To change the Owner, transfer ownership instead. ## Transfer Ownership Only the Owner or an Org Admin can transfer ownership. 1. In the **Share Design** dialog, open the menu on the row of the person who will become the Owner. 2. Select **Make owner**. 3. In the confirmation dialog, click **Transfer ownership**. The previous Owner becomes an Editor and can no longer transfer ownership. ## Remove a Person or Team 1. In the **Share Design** dialog, open the menu on the row of the person or team. 2. Select **Remove**. 3. In the confirmation dialog, click **Remove**. > **Note:** Removing someone only takes away their direct access. They keep any access they have through a team or general access. To remove all of someone's access, set general access to **Restricted** and make sure they aren't a member of a team that was added to the design. ## Leave a Design The Owner can't leave a design. Transfer ownership to someone else first. 1. In the **Share Design** dialog, open the menu on your own row. 2. Select **Leave design**. 3. In the confirmation dialog, click **Leave design**. > **Warning:** Leaving a design is permanent. You keep only the access you have through a team or general access. ## Change General Access 1. In the **Share Design** dialog, go to the **General access** section. 2. Select an option: **Restricted**, **Anyone at Org**, or **Anyone (Public)**. 3. For **Anyone at Org**, select the level: **Can view** or **Can edit**. General access sets the minimum access for everyone it covers. People and teams in the list can have more access on top of it, but never less. | Option | Who has access | | --- | --- | | **Restricted** | Only the people and teams in the list. There is no level selector. | | **Anyone at Org** | Everyone in your organization, at the level you select (view or edit). | | **Anyone (Public)** | Anyone with the link can view the design. Public access is always view-only. This option is unavailable until the design is published. | > **Warning:** **Anyone (Public)** lets anyone with the link view the design. Use it only for designs you are comfortable sharing publicly. Teams aren't a general access option. To give a team access, [add it to the list](/docs/managing-collaborators#add-people-and-teams). ## Publish a Design Publishing a design makes it public and anyone with the link is able to view the design and make copies of it. ![](https://cdn.document360.io/3eee4d14-5ca0-4ea6-b426-1c19393e6a5e/Images/Documentation/PublishAction_MB_MainMenu.png) ## Copy the Design Link 1. In the **Share Design** dialog, click **Copy link**. 2. Send the link to the people you want to open the design. The link doesn't grant access by itself. What someone gets when they open it depends on their access: | Who opens the link | What they get | | --- | --- | | Someone in the list, directly or through a team | Their role | | Anyone in your organization, when general access is **Anyone at Org** | View or edit access, as set in general access | | Anyone, when general access is **Anyone (Public)** | Read-only access | | Someone with no access | The request access page | ## Approve or Deny Access Requests **If you need access to a design:** When you open a design you don't have access to, you can request access from the request access page. You receive an email when the request is approved. **If you manage a design:** Requests appear in the **Share Design** dialog. The Owner and Editors can approve or deny them. 1. In the **Share Design** dialog, find the access request. 2. Click **Approve** or **Deny**. 3. If you approve, select a permission level, **Viewer** (default) or **Editor**, and confirm. Approved requesters receive an email. Denied requesters are not notified by email.