Restrict or grant users access to publications

You share a project with colleagues in your Maglr account from the Share with users tab in the project settings. Users you share a project with can view and edit it. Removing a user from this tab takes away the access the share gave them.

Sharing a project with other users

To give other users access to a project:

1. Open the project in the dashboard.
2. Click Project settings in the left sidebar.
3. Open the Share with users tab.
4. Tick the checkbox next to each user who should get access.
5. Click Save.

Newly selected users get an email with a link to the project. The project appears in their overview after they refresh their dashboard.

A share always gives view and edit access. You can't share a project as view-only from this tab.

If your account uses teams, the list only shows members of the project's teams. You can't share a project with users outside those teams.

Removing a user's access to a project

To remove a user from a project you shared with them:

1. Open the project in the dashboard.
2. Click Project settings in the left sidebar.
3. Open the Share with users tab.
4. Untick the checkbox next to the user.
5. Click Save.

Unticking a user only removes the access the share gave them. A user can still see the project if they have access to it another way:

• Category: the project's category gives them access, for example a Team category, which every user in the team can see.
• Role: they are a Super admin or Team leader. These roles also see other users' projects in a Personal category or a Leadership category (private).
• Creator: they created the project. The creator always keeps access.

To keep a project hidden from other users, put it in a category that limits who can see it, such as a Personal category, and don't share it with anyone. Super admins and Team leaders can still see it. You choose who can see a category's projects in Settings > Categories: edit the category and pick an option under Category rights. Read more in Create a category.

Linking to a project you can only view

If you can view a project but not edit it, you can still add one of its pages to your own project as a linked page. When someone with edit access changes the original page, the change shows up in your linked page. You can only link to pages in projects you can see. Read more in Add a linked page.

Frequently asked questions

Why does a user I removed still see the project?

Unticking a user in the Share with users tab only removes the access the share gave them. The user still sees the project if its category gives them access (for example a Team category), if they are a Super admin or Team leader, or if they created the project. To keep a project hidden from other users, put it in a category that limits who can see it, such as a Personal category. Super admins and Team leaders can still see it.

Why can't I find a colleague in the list?

If your account uses teams, the Share with users tab only lists members of the project's teams. Once your colleague is a member of one of those teams, they appear in the list. Your own account is never in the list. A user with an earlier share who is no longer in any of the project's teams appears with the warning "Cannot see this project: not a member of its team. Uncheck to remove the share, or add them to the team."

Can I share a project as view-only?

No. Sharing a project from the Share with users tab always gives the selected users view and edit access.

Do users get notified when I share a project with them?

Yes. When you save, users who newly get access receive an email with a link to the project. Users who already had access don't get another email. The project appears in their overview after they refresh their dashboard.

Does sharing also apply in the Maglr Presenter app?

Yes. The Maglr Presenter app uses the same access as the dashboard, so sharing a project or removing a share applies there too.

Updated on: 23/10/2026