A share link gives anyone a read-only view of one thing in your workspace — no Ceum account needed. Links are always created from the thing being shared, never from the Shared data page itself, which only lists and manages what already exists. The viewer sees just the shared content with theme and compact-view toggles; there are no controls to change anything.
You can have up to 50 active links at once; an expired or revoked link frees a slot.
What can be shared
There are seven places to share from. Open the item and press Share in the page header:
- Invoice — on the invoice detail page, or from the row actions in the invoices table. Shows the invoice information, line items, client details, and the payment details that also appear on the invoice PDF.
- Document — on the document detail page. Shows the document's content, description, tags, and the names of any linked clients and projects. Version history and past exports stay private.
- Transaction — from the row actions in the transactions table, or the header when editing one. Shows the date, description, amount, income/expense type, the tax split when you made one, tags, and the receipt image if one is attached. The names of a linked client, project, or task travel with it; the records themselves do not.
- Task — on the task detail page, or from the actions menu of a task opened from a kanban board. Shows the task's description, dates, status, priority, type, tags, projects, and subtasks. Comments, relationships, and time entries stay private.
- Kanban board — on the kanban page, for the board currently selected. Every task visible on the board is viewable through the link, including its read-only detail on click.
- Calendar — from the calendar toolbar. See Sharing a calendar below.
- Export, Invoice PDF and Document PDF — three generated files that share one shape: a file from an entity's export history, a generated invoice PDF, and a generated document PDF. Create the link from the export list, or from the exports section of an invoice or document. It shares the finished file itself: the recipient gets a card naming the file, its size, and when it was generated, and a Download button. See Export data.
The share dialog offers two optional settings:
- Set an expiry — switched on by default, with the Expiry date filled in a calendar month ahead, because a share URL is a bearer credential you cannot watch once you have sent it. Switch it off for a link that never lapses. An explicit expiry can be at most 90 days ahead, and can be changed later.
- Send to email — one or more addresses the link is emailed to right after creation. Every recipient gets the same link, not one each.
After creation the full link is shown once — copy it there. Only a short prefix is stored for identification afterwards, so a lost link cannot be recovered; create a new one instead.
Where the token lives
In the link you open in a browser, the part that grants access sits in the URL fragment — everything after the #. A browser never sends a fragment to a server, so the token stays out of server request logs, out of tracing data, and out of the Referer header a browser sends when the viewer follows a link away from the shared page. The page reads it locally and asks for the content with it.
The subscribable calendar feed is the exception. A calendar app fetches a plain URL and runs no code, so it cannot lift a token out of a fragment — that feed carries its token as a query parameter instead, which does reach the server. It is removed from the log line before it is written, but it is not protected by the fragment.
Either way the token is a bearer credential: anyone holding the whole URL can open the shared item, with no sign-in. Send it the way you would send a password, set an expiry where you can, and revoke it once it has done its job.
Sharing a calendar
A calendar link is the only one that is not tied to a single record, and the only one you configure when creating it. The dialog asks what the link should show:
- Show events, Show tasks, and Show subscription renewals — each family of entries travels only if you leave it on.
- All projects and Include tasks without a project — the same two task controls your own calendar uses, shown under Show tasks while it is on.
Chip colours and any project filter are taken from your calendar settings as they are at the moment you create the link. Weather is never shared, and neither are events from imported calendar feeds.
What you choose is frozen onto the link. Changing your own calendar settings afterwards does not change what an existing link shows, and the choices cannot be edited later — widening a link that is already sitting in someone's inbox is a change you would have no way to see. To share differently, revoke the link and create a new one.
The recipient sees one month at a time and can page backwards and forwards, up to three years either side of today. The grid is rendered in your timezone, so the entries fall on the days you see them on.
A calendar share can also offer a subscribable feed, which is off unless you turn it on. Turning it on produces a second address alongside the browser link, one a calendar app can subscribe to so the entries appear in it and refresh on their own. It shows the same entries the browser link does, and revoking the link stops both.
What a board share exposes
A board share always reflects the board's current configuration. Tasks that join the board later become visible through the link; tasks that leave it — because their status column is hidden, their type is filtered out, the project filter changes, or the resolved-task retention window passes — stop being accessible immediately, including their detail view.
Managing links
The Shared data page lists every link with its type, the shared item, the stored token prefix, status (active, expired, or revoked), expiry, when it was last viewed, and how many times it has been opened. The list supports the standard filtering and pagination.
The view count is worth reading. "Last viewed" is overwritten every time, so a count climbing well past the number of people you sent the link to is the one signal that a URL has been passed on.
Two actions are available per link:
- Edit expiry — set, move, or clear the expiry date.
- Revoke — permanently disable the link. Anyone using it loses access immediately. Revoking cannot be undone; a fresh link can always be created.
Select several links with the row checkboxes to revoke them together. Already-revoked links can't be selected. See Bulk edit.
When a link stops working
A visitor opening an invalid, expired, or revoked link sees a neutral "no longer available" page — never partial data. The same page appears when a calendar link is paged past the months it covers.
Links are also suspended automatically while the owner's plan does not include sharing (or the shared feature, such as kanban); they start working again after an upgrade, without needing to be recreated.