Sharing

Every OrgNice project gives you two views of the same data — a staff directory and an org chart — and both are meant to be shared with people who benefit from easy access to your organization’s structure. OrgNice supports sharing and embedding both views in many ways so you can share what you’ve created with

• Specific people
• Your whole org
• Publicly

Let’s look at this in more detail.

By default, your project in OrgNice is only visible to you (the owner). If you want others to be able to view and navigate the directory or chart, you have to explicitly share the OrgNice project with them. People you add can be viewers (they can see the directory and chart) or, on the Plus plan, editors (they can also change the project’s setup). Organization-wide and public access are always view-only. See Editors below.

You can access Sharing options by opening your project from the home page and then choosing “Sharing” from the left navigation options.

Sharing with specific people

If you want to share your OrgNice project with specific users then you can add their email explicitly. You might want to do this if you are sharing with only your team members or your customers or while your directory or chart is still being set up.

There are two ways to share with specific people:

Share with people by email

To share with someone, enter their email in the text field marked 1, choose their role (Viewer or Editor) and press Share. They do not need a Google account: when they open OrgNice they can sign in with Google or with a one-time code sent to that email address. You should see their email get added to the list marked 2. To remove an existing email from the shared list, you can click on the cross next to the email id.

Users who have specific access will see the shared project listed along with any of their own projects on the home page.

Note: You will have to explicitly notify users of their access to the project. OrgNice is currently not sending invitation/notification emails.

Share with a Link (for External Users)

Want people to get in without signing in at all? Use unique share links for external users like clients, contractors, or partners.

When you share with a specific email address, OrgNice automatically generates a unique share link. Copy and email this link to the recipient—they don’t need a Google account or any account signup.

Share Link Features:

• View-Only Access — Recipients can view the directory and org chart
• Unique Per Recipient — Each person gets their own link
• Revocable Anytime — Remove access instantly by revoking the link
• One Device At a Time - Links can only be accessed from one device to prevent sharing of the link
• Refreshable — Recipients can click the link again to refresh their access and extend the session

When you click the share button next to an email address, you’ll see the share link. Email this link directly to the recipient. The next time they click it, they get instant access to view the directory and org chart—no login required.

This is a Plus tier feature.

Editors

Editors are people you trust to help run the project, for example a colleague who can step in as a backup. On the Plus plan you can have up to 3 editors per project.

An editor can:

• Open Setup and change the data source, column mapping, appearance and layers
• Rename the project and edit its description
• Re-authorize the connection to the Google Sheet if it expires (see Managing Google Sheets data access)
• Do everything a viewer can do

An editor cannot change who the project is shared with, delete the project or make billing changes. Those stay with the owner.

To add an editor, choose Editor next to the email field when you share, or change an existing person’s role using the dropdown next to their email in the list. Each person has exactly one role, so changing someone to Viewer removes their editing access. The project appears on an editor’s home page with Edit access and the owner’s name.

Things to know:

• Editors are a Plus plan feature, and the plan is the project’s plan, not the editor’s own. If the project later moves to a plan without editors, your editors are kept but can only view it until the project is upgraded again.
• Editors sign in with the email you added, with Google or with a one-time code. As with viewers, OrgNice does not send an invitation, so let them know. Share links are for viewers: if you make a viewer an editor, their share link stops working and they sign in instead. If you later make them a viewer again, they get a new share link.
• If two people edit the setup at the same time, the last save wins, so it is best to coordinate. Changes are recorded against the person who made them.

For how owners, editors and viewers fit together, see The OrgNice Model.

General Access

If you wish to broaden the scope of access you can choose from the options in this section. By default, sharing is limited to the users explicitly listed in the Sharing with Users section. Other options include Organization and Public.

Organization

If you sign in with an email address on your organization’s own domain, you can grant access to your whole org, whether you sign in with Google Workspace or with an emailed code. You do not get this option if you sign in with a free email provider such as gmail.com. If you set this option and press Share, anyone signing in with an address on the owner’s domain automatically has viewer access to this project. The project will be visible in their home page.

Public

Depending on your use-case, you may want to enable public access. In this situation, viewers do not need to login to OrgNice and can follow the link to view the directory or chart directly. Your project will only be listed in the Projects list in the home page of users who are explicitly added in the Share with Users section.

The link for public access becomes available once you choose to Share publicly.

You can email this link or place it in a wiki or your website. Anyone who follows the link will visit OrgNice and be able to instantly view the directory or chart.

Embedding

Your directory and org chart should be available wherever they’re needed. If the people using them live in an internal wiki or your website, OrgNice supports embedding either view using iframes — nested natively in the host location, e.g. inside a wiki page or a web page.

The Sharing page gives you separate iframe code for each view — Embed Directory and Embed Org Chart — so you can embed one, the other, or both, independently. Both use the same access settings you’ve configured above: if you’ve enabled access for specific users or your org, viewers may need to log in to OrgNice inside the iframe. Public directories and charts are visible without needing any login.

Note If you are using the OrgNice: Staff Directory & Org Chart Google Workspace Marketplace Add On then it performs the embedding for you. You can refer to this document.