Permissions & Collaboration

You can share access to your hoards with other users, letting them view or contribute to your collection. Access is granted as a set of individual permissions you turn on and off, not a single fixed role.

Why Grant Access?

• Let family members help catalogue a shared collection
• Collaborate with a partner on a joint collecting project
• Give a researcher or archivist access to document items
• Share a restricted hoard with specific trusted people without making it public

The Permissions

Permissions are organised into groups. You can grant any combination.

Items

Permission	What it allows
Create Items	Add new items to the hoard
Edit Items	Modify existing items
Delete Items	Move items to the recycle bin
View Private Items	See items marked private

Recycle Bin

Permission	What it allows
View Recycle Bin	See deleted items
Restore Items	Restore items from the recycle bin
Permanently Delete	Permanently remove items (cannot be undone)

Turning on Restore Items or Permanently Delete also turns on View Recycle Bin.

Hoard

Permission	What it allows
Manage Fields	Add, edit, or remove custom fields
Manage Settings	Edit the hoard name, description, privacy, and images
View Private Hoard	Access the hoard even when it's set to Private

Deleting the hoard is owner-only and can never be granted.

Posts

Permission	What it allows
Create Posts	Write posts in the hoard
Delete Posts	Delete posts
View Private Posts	See posts marked private

Access Control

Permission	What it allows
View Permissions	See who has access and what they can do
Manage Permissions	Grant or revoke other people's access

AI Assistants

Permission	What it allows
Use AI Assistants	Let AI assistants connected to their account access this hoard, limited to what they can already do

This is off for everyone by default, and no other permission turns it on. It only lets their assistants in: an assistant can do no more than the person could do themselves, so someone with view-only access gets a read-only assistant. Without it, their assistants can't see the hoard at all, even if they can edit items by hand. You never need it for your own hoards.

Access Labels

On the collaborator list, each person's access is summarised with a label based on what they can do. These are just a summary, not a stored role:

Label	Roughly means
Viewer	Can view, but not change anything
Contributor	Can add items or posts, or restore from the recycle bin
Editor	Can edit or delete items, or manage fields and settings
Manager	Can also manage other people's permissions
Owner	Full control; cannot be changed

Granting Access

1. Open the hoard and go to Hoard Settings → Permissions.
2. Click Give someone access.
3. Search for the user by username.
4. Toggle on the permissions you want to grant. Changes save as you toggle them.
5. Click Done.

Managing & Revoking Access

In Hoard Settings → Permissions you see everyone with access and a summary of their permissions. From there you can:

• Edit access to change which permissions someone has.
• Remove access to revoke everything at once.

WARNING

Changes take effect immediately. Someone whose access you remove can no longer view or edit the hoard (unless it's public or unlisted).