Who can see and change what: share links, collaborators on personal spaces, organisation members and permissions, teams, space members and admins
There are three ways to let someone read your notes:
A share link lets anyone with the link read a note or folder, without an account.
Membership of a space lets people in your organisation read, edit and comment on everything in that space.
A published site turns a space, folder or note into a public website (see Publishing sites).
This page covers the first two, and the permissions that decide who can manage what. Server administrators will find the server side in Organisations and access.
A share link is a read-only web address for one note or one folder. Anyone who has it can read the content, without signing in. They can't edit, comment or see anything else.
In the sidebar, right-click the note or folder (or press and hold it on a touch screen) and choose Share via link.
Under Link expiry, pick Never expires, Expires in 1 hour, Expires in 24 hours, Expires in 7 days or Expires in 30 days.
Click Create link. The link appears in the list below; click Copy and send it to whoever needs it.
A link always shows the latest saved version of the note, so readers see your changes once you save them. A folder's link shows every note and subfolder in it, with a list to move between them.
To stop a link working, open the same dialog and click Revoke next to it. Expired and revoked links show This link isn't available instead of the note. The dialog lists only the links you created; anyone in the space can create their own. A people icon next to a note or folder in the sidebar shows that it has share links.
Anyone who gets hold of a share link can read the note, including people you didn't send it to. Use an expiry for anything sensitive, and revoke links you no longer need.
Spaces in your personal vault are private, but you can invite people to work in one with you. Collaborators can read, edit and comment on everything in the spaces you share with them. They can't publish those spaces, or add or remove other collaborators.
Sharing a personal space is two steps: first invite the person to your vault, then add them to the space.
Open the organisation switcher at the bottom of the sidebar, hover Personal and click the gear icon. On the Members tab, click Invite, enter their email address and click Send invite. They need to accept the invitation.
In the sidebar, right-click the space and choose Manage collaborators. Click Add person and pick them from Workspace members.
The dialog lists everyone the space is Shared with. Click the bin icon (Remove access) next to someone to remove them. People you've shared spaces with find them under Shared workspaces in their organisation switcher.
In a team organisation, the people are managed in the organisation's settings: open the organisation switcher, hover the organisation and click the gear icon. The Members tab, People with access, lists everyone in it.
Click Invite, enter the person's email address and click Send invite. Kribble emails them a link, which expires after 7 days. If they already have an account, they also get a notification in Kribble. Until they accept, the invitation appears under Pending invites, where Revoke cancels it.
New members start with no special permissions: they can open only the spaces they're added to. To add them to spaces, see Spaces below.
Click a member to see their Permissions. Admin turns every permission on and Member turns them all off; in between, switch individual permissions on and off:
Permission | Lets the member |
|---|---|
Invite members | Invite people to the organisation |
Remove members | Remove people from the organisation |
Create teams | Create teams |
Manage own teams | Add and remove members of the teams they belong to, and delete those teams |
Manage all teams | Do the same for every team, and change other members' permissions |
Create spaces | Create spaces |
Manage own spaces | Manage the spaces they're a member of: rename them, change who has access, delete them |
Manage all spaces | See, open and manage every space in the organisation, including ones they aren't a member of |
Manage access tokens | Manage the organisation's access tokens, used by the kribble CLI and AI agents |
Remove from organization, under the permissions, removes the member. They lose access to all its spaces at once, and the access tokens they created in it stop working.
Whoever creates an organisation is its owner. The owner can do everything, can't be removed, and is the only one who can change the organisation's General settings (its display name, description and icon) and delete it (Delete organization…). The organisation's URL can't be changed after it's created. Everyone else can leave from the General tab with Leave organization….
A team is a named group of members, such as "Engineering". Adding a team to a space gives all its members access at once, and people who join the team later get access too.
On the Teams tab, click Create team, enter a Team name and an optional Description, and click Create team. Open the team and click Add member to add people from the organisation. The person who created the team is its owner and can always manage it. Deleting a team removes the access it gave its members.
If your server signs people in through a company directory, your administrator can have Kribble add people to teams based on their directory groups.
Each space in a team organisation has its own members, people or teams. Only members see the space in the sidebar, in search and on the home page (as well as the owner and anyone with Manage all spaces).
To manage a space, right-click it in the sidebar and choose Settings, or go to the Spaces tab of the organisation's settings and click the space. There you can:
change its Name and Description, then click Save
see Who can see this space, add people or teams with Add (choose from People or Teams), and remove them
click a member's role to switch it between Member and Admin
delete the space with Delete space…
Member | Admin | |
|---|---|---|
Read, edit and comment on everything in the space | Yes | Yes |
Create, move, rename and delete notes and folders | Yes | Yes |
Create share links, import and export | Yes | Yes |
Rename the space, change its members, delete it | No | Yes |
Publish the space or anything in it as a site | No | Yes |
Whoever creates a space becomes its admin. A team can be made admin too, which makes every member of the team an admin of the space. Members whose organisation permissions include Manage own spaces can also rename the space, change its members and delete it, but not publish it.
Space membership has no read-only level: everyone in a space can edit its notes. To let someone read without editing, send a share link or publish a site.
Publishing a space, folder or note as a site needs admin rights in its space: you must be the organisation's owner, or an admin of the space (directly or through a team). Manage all spaces on its own isn't enough. In your personal vault you can publish your own spaces; collaborators can't. See Publishing sites.