Note: This guide is for projects that use the new Schedules and the project dashboard. For older projects that use the Client Dashboard, see How to share your Schedule with clients online (legacy projects).
Share a live schedule with your client, builder or contractor. They can review the products and see your changes as soon as you make them.
How sharing works
You control what each guest sees at three levels:
Project: the project features that your guest can see, for example schedules, project files or invoices.
Schedules: the schedules that your guest can see.
Fields: the information that your guest can see in each schedule, for example pricing or supplier details.
A new guest sees only basic product information, so they don't see anything that you're not ready to share. To choose what a guest can see, refer to How to control what a guest sees in a schedule.
Before you share: save the schedule
Programa shares the schedule as you last saved it. Changes that you haven't saved aren't shared.
Open the schedule.
Make sure the filters include the right products.
Make sure the layout, grouping and sorting are right for your guest. They see the layout that you save: Classic, Sheet, Card or List.
Select the dropdown arrow next to the schedule name.
Select Update shared view. To make a new schedule from this view, select Save as new schedule.
Make sure the schedule is visible to your studio.
NOTE: You can't share a private schedule.
You can also share All Products the same way. Your guest sees the filters that you had on when you shared it.
Share at the project level
Use Share project to share several schedules at once. You can also share project files, invoices, meetings and project management.
On the Project overview, select Share project.
Enter your guest's email address, or select a contact from your address book.
Select the chevron next to the guest. Their project visibility opens.
Select the Schedules checkbox.
Select the chevron next to Schedules. Programa shows a list of your schedules.
Select the checkbox for each schedule that your guest can see.
Select Save.
Optional: To see the project as your guest sees it, select Preview project as.
Select or clear the Email guests checkbox.
Select Share.
NOTE: Save only updates the visibility. Programa doesn't send an email until you select Share.
Share one schedule
Open the schedule.
Select Share at the top right. The share drawer opens.
Optional: To see the schedule as your guest sees it, select Preview schedule at the top of the drawer.
In Share with..., enter your guest's email address, or select a contact from your address book.
Select or clear the Email guests checkbox:
Selected: Programa emails your guest. You can add a personal note in Message.
Cleared: Programa doesn't send an email. Copy the Project link and send it to your guest yourself.
Select Share.
If Schedules isn't on in your guest's project visibility, Programa shows a message. Select Turn on and share.
Your guest then shows under Shared with. The status is Shared, not viewed yet until they open the schedule.
What the guest sees
Each shared schedule shows as a separate item on your guest's project dashboard, in the layout that you saved.
Within their visibility settings, your guest can:
Search, filter and sort products.
Open the product details.
See product attachments, if you allow it.
Export a PDF.
Approve or reject products, if you allow it.
Your guest can't edit the product specification.
Product changes show in the live schedule straight away. If you need a record that doesn't change, export an issued PDF.
To see how your client uses their dashboard, or to send them a guide, refer to How to review and approve your designers selections.
Update a shared schedule
After you change the layout, filters, columns, grouping, sorting or row order, save the schedule:
Select the dropdown arrow next to the schedule name.
Select Update shared view.
The schedule updates straight away for all guests. Field visibility, permissions and links stay the same.
NOTE: Save as new schedule makes a new schedule. It doesn't update the schedule that you shared.
Share a public link
Use a public link when someone needs to see the schedule but isn't a guest.
Select Share.
Select the Public tab.
Set the public link to on.
Copy the link.
Send the link.
Anyone with the link can see the content that you make public. A public link doesn't use a guest's visibility settings.
A public link can't collect approvals. If someone needs to approve or reject products, share the schedule with them as a guest.
Manage or remove access
In the schedule, select Share → ⋯ next to the guest. Then choose one of these options:
Preview schedule as: see the schedule as your guest sees it.
Email schedule again: send the email again. The visibility stays the same.
Manage schedule visibility: change the permissions and fields for this schedule.
Remove access to schedule: remove this schedule only. Your guest can still see the project and other shared schedules.
To change the features or schedules that your guest can see, select Manage project visibility.
From the Project overview, select Share project:
To remove a schedule from a guest's project dashboard, clear the checkbox for that schedule in their project visibility.
To remove a guest from the project, select ⋯ → Remove access to project.
To turn off a public link, set it to off in the Public tab.
Your schedule and product records don't change. You can share again at any time.