Managing share links — expiry, revoke, history
A share link is access to one of your plans. That access deserves a clear expiry date, a clean revoke button, and a record of who you invited and what they did with it. The sharing centre on each plan covers all three.
01Where to find it
Open the plan and tap the share option. The share dialog shows a list of every share that exists for this plan — past, current, and revoked — with the controls to manage them.
02Setting an expiry
When you create a new share, the form asks for an expiry. Three options:
- 7 days — short-loop reviews. Useful when you want a single round of feedback and you do not expect the recipient to come back to it weeks later.
- 30 days — the default, and what fits most architect collaborations. A month is long enough to cover quote rounds, redraws, and a final sign-off.
- Never — open-ended access. Pick this for a long-term collaborator (your project architect, your partner if they prefer email-only access). You can always revoke later.
Hemma calculates the actual expiry timestamp from the moment you send. "7 days" means seven days from today, not seven days from when the recipient first opens it.
03Extending an expiry
Expiry coming up and the conversation is not done? You don't have to revoke and re-create. On the share row, the calendar icon opens a small popover with the same three options — 7 days, 30 days, never. Pick one and the new expiry is set from today.
The recipient does not need to do anything. The link they already have keeps working.
04Revoking a link
If a project finishes, an architect leaves, or you simply changed your mind, the Revoke action on the share row cuts off access. Tap it once and the button shifts into a confirm state for three seconds; tap again to confirm. The two-tap is deliberate — revoke is immediate and not undoable, so it's worth a deliberate second.
What happens next:
- The recipient. The next time they try to open the plan, they see a screen that says the link is no longer available. No reason is shown — the same screen appears for revoked, expired, and invalid links, by design (you don't want a probing visitor to learn why access failed).
- Their annotations and replies. They stay on the plan. Revoking access stops new visits; it does not delete the conversation that already happened.
- The audit log. The revoke is recorded — who did it and when — so the share history shows it as Revoked from then on.
Revoke is immediate. There is no grace period.
05The share history per plan
The sharing centre lists every share on this plan, not just the active ones. Each row shows:
- The recipient's email address.
- A status pill.
- Invited — the email has been sent but the recipient has not opened the link yet.
- Active — the recipient has confirmed their email and is using the link.
- Expired — the expiry timestamp passed.
- Revoked — you (or another project member) cut access manually.
- Timestamps. When you invited them, when they accepted (if they did), when the link expires (or when it expired).
- Per-row actions. Revoke, extend expiry, and resend the invitation email if the original was lost in a junk folder.
Sort it visually: anyone in Invited for more than a day or two probably needs a nudge; anyone Active is in the conversation; anyone Expired or Revoked is the historical record.
06Common questions
Can I share with the same email twice? Yes — for example, if you revoked and changed your mind. Hemma creates a new share row with a new link. The old row stays in the history as Revoked.
Can I see how often the recipient has visited? The share row shows when they last accessed the plan, but Hemma does not surface a per-visit log. If you specifically need that, email hello@gethemma.app.
The recipient says the email never arrived. Use the Resend action on the share row. There's a short cooldown between resends and a small per-share cap, so if the button is greyed out, wait a minute and try again — or see my architect can't open the share link if the problem keeps coming back.
What's the difference between "Revoke" and just letting it expire? Revoke cuts access immediately. Expiry runs out at the timestamp. If you want it gone now, revoke. If you are happy for the recipient to keep using it until the original deadline, do nothing.
Can the recipient extend their own access? No. Only project members can change expiry or revoke a link. Recipients can ask you to extend it, but they cannot do it themselves.
07What if it goes wrong
- The Revoke button is greyed out: the link is already expired or revoked. No further action needed.
- The expiry on the row does not match what you set: refresh the page. The display lags occasionally.
- The recipient is Active but you don't recognise the email: someone else on your project shared the plan and forgot to mention it. Open the share row — the Invited by field shows who created it.