If you are in a team workspace, you can share and add other users to your diagrams. This emails them with the link and a screenshot of the diagram.
TIP if you don't see the "share" button, you are in a Playground space. You will need to create a team space instead.
Prerequisites
Sharing / granting access on diagrams is available in any workspace, on any plan (including free) except for Playgrounds which are restricted to each individual user
How to share a diagram
To share a diagram and grant someone additional permissions just need to click the share button in the upper part of the screen in your diagram.
You can also click on 'Invite user' icon in the right panel for the selected diagram in the main application.
How to add users
The 'share' window lists all current users with their individual permissions. You can also switch between 'Editors' and 'Viewers' tab to display only users with edit permissions and view. You can read more about available diagram permissions in the next section.
To add one or more users, simply start typing their names (if they are already part of your workspace) or email addresses (if they are not part of your workspace yet). Using a 'space' bar separates the inputs and allows you to add another user/email.
User permissions on diagrams
When you are inviting user to a diagram, you have 4 levels of permissions to choose from:
Edit and manage: Can edit, copy, share and change user access across all diagram hierarchy
Edit content: Can edit and copy across entire diagram hierarchy, but can’t share or change access
View and share: Can view and share any diagram but can’t edit or copy
View only: Can view any diagram but can’t copy, edit, share or change access
Changing / removing someone's access
Once a user is added to the diagram, you can see their current level of access in the share modal. If you have 'Edit and manage' permission or if you are the owner of the diagram, you can freely control anyone's access.
Simply click on their current permission and from the dropdown choose the desired new level of access. You can also remove them from the diagram entirely using 'Remove' action at the bottom.
General access settings
Aside from individual access rights, every diagram has general access settings that the owner or user with 'Edit and manage' permission can change. The general access options are:
Everyone in Space can view, copy and add users: allows anyone in the space, even if they have not been invited to the diagram, to open it. It also allows anyone to add other users and even copy the diagram to other workspaces.
This is the default setting on all diagrams!
Everyone in Space can view, but not copy or share: allows anyone in the space, even if they have not been invited to the diagram, to open it. But only users with 'Edit and manage' and 'View and share' can copy the diagram to other workspaces or add other users.
Restricted: only people with access: the only people who can access the diagram are those who were explicitly invited to it. Rights to add other users or copy the diagram are controlled by individual permissions only.
User notification when they are invited
The user will receive an email like this with the link and a screenshot of the process diagram.
Frequently Asked Questions
Can people who get invited to a diagram also access the workspace?
Yes, any user who gets invited to, or has content shared with them from the workspace, becomes a member of that workspace and can be provided with access to any content in it.
I see a user with permission 'custom'. What does this mean?
In September 2025 we changed our permission settings on diagrams to simplify the experience for our users. A small percentage of our users who had richer permissions from before the change are displayed with 'custom' permission. You should change their permissions to one of the available diagram permissions.