Sharing access on a game

Grant Collaborators access to one game from its Permissions tab, and know what they can and cannot do there.

Last reviewed October 11, 2026

The Permissions tab on a game decides which Collaborators can open that one game. It is how you bring an artist, a co-designer or a publisher into a single game without showing them the rest of your portfolio.

For the strategy (Member or Collaborator, when to scope) see Set yourself up for success: collaborator permissions. This page is the mechanics.

What this page helps you do

Grant Collaborators access to a game.
Remove access when a project ends.
Understand what a granted Collaborator can do.

You'll start from a game's page: click the Permissions tab (Admins only).

Before you start

Only Admins see the Permissions tab (and the Permissions item in the library card menu).
The person must already be in your team as a Collaborator. Invite them first from the team's Members page. See Invite and manage team members.
Admins and Members see every game. Permissions only matter for Collaborators.

Open the Permissions tab

On the game's page, click Permissions (the tab with the cog, on the right). The heading reads Game Access Permissions: Control Your Creative Circle, and a table lists every Collaborator in the team.

Helpful details

Key areas: columns Collaborator and Status. The status is Active Collaborator for people who have access and Outside The Loop for those who do not.
What you can do: reach the same tab from the library: open the card's ⋮ menu and pick Permissions.
Good to know: the text above the table explains it: granted Collaborators can view and contribute to the game and all its playtests and projects.

Grant or remove access

Tick the box next to each Collaborator who should have access, or untick to remove it. Click Save Permissions.

Helpful details

Key areas: Select All and Clear All tick or untick everyone. A counter shows "2 of 5 users selected".
What you can do: grant the same person several games by repeating this on each game. Each game's grants are independent.
Good to know: nothing changes until you click Save Permissions. The Collaborator is not notified; tell them the game is ready.

What a granted Collaborator can do

There is one access level. A Collaborator with access to a game can:

Open the game and all its tabs, and edit it: details, media, rules, components, notes, versions, outreach.
Log and review playtests of the game, and work on projects linked to it.
Open the game's Files tab and chat channel where those exist.

They cannot:

See games they were not granted, or create new games.
Delete the game, archive it, or add it to the catalog ("Sharing is not allowed for collaborators").
Open Contacts, the Sell Sheets editor, or the Catalog settings.
See the Permissions tab or manage members.

Share files without granting access

If a publisher only needs the rulebook or sell sheet, you do not have to invite them. Put the file on the game's Media tab, turn on Public Sharing and Password Protect (Catalog), add the game to your catalog, and send them the link and the password.

See Game media and assets.

Tips & common questions

My freelancer doesn't see the game. Check three things: they accepted the invitation and are listed as a Collaborator on the Members page; the box next to their name is ticked here; you clicked Save Permissions. Then ask them to reload.

Can I give someone view-only access? No. A granted Collaborator can edit the game. For read-only sharing, use a password-protected file on your catalog instead.

What is the difference between this and making them a Member? A Member sees and edits every game in the team. A Collaborator sees only the games you grant. If someone needs most of your games, Member is simpler. See Roles explained.

Can publishers be Collaborators? Yes. Grant them the one game you are discussing. They can follow playtests and read the rules without seeing your other prototypes.

What happens to their work when I remove access? Everything they added stays with the game. Only their access ends. Grant it again later and they pick up where they left off.