Live Share Links generate a unique URL for a specific view, allowing stakeholders such as investors, external customers, or leadership to view real-time product data without needing to log in. This eliminates manual slide decks and ensures everyone is aligned around the most up to date plan.
💡 Live Share is available to Pro and Enterprise plan subscribers.
What are Live Share Links?
Live Share Links allow you to share specific views or items from Craft.io with users who do not have access to the platform.
You can share:
Personal or collaborative views such as Roadmaps, Backlogs, Kanban views, Capacity Planning views, and Progress Dashboards (at both the Workspace and Portfolio level)
Individual items such as Initiatives, Epics, Features or Stories
Unlike inviting a Contributor user, which grants read-only access to the entire workspace, a Live Share Link grants read-only access to the specific view or item you choose. External viewers cannot edit or modify any content.
Because the link is live, it always reflects the current state of your data. If product teams in Craft.io move a feature, update a status, or adjust a timeline, the shared link will reflect those changes automatically to the audience.
💡 Invite a Contributor when someone needs broad workspace visibility.
Use a Live Share Link when they only need access to a specific roadmap or item - this works well for external customer Now, Next, Later roadmaps.
Why use Live Share instead of manually exporting?
Live Share Links provide a dynamic, real-time view of your work.
When you share a Live Link, stakeholders always see the current plan. If timelines shift, priorities change, or statuses update, those changes are reflected immediately.
There is no risk of a roadmap becoming outdated the moment it is published. This removes the need to rebuild slide decks or resend updated files and reinforces Craft.io as your single source of truth.
Where to find Live Share options
You can generate Live Share Links at both the Workspace and Portfolio levels.
Open any view (either your own personal view, or a collaborative team view).
Click the Share button in the top action bar.
💡 Any user with the Editor role or higher can generate and manage Live Share Links within Craft.io. Users with lower permission levels will not have access to this functionality.
How to generate a Live Share Link
Navigate to the view you want to share.
Ensure filters, grouping, and layout are configured exactly as you want them presented.
Click Share in the top right corner.
Configure optional security settings (such as limited share and password protection).
Generate and copy the link and send it to your stakeholders.
The shared view will be read-only and dynamically updated, and the recipient user does not need to log in to Craft.io to access the content.
💡 The Share Link respects the filters applied to the view at the time of sharing. Use this to your advantage by filtering out sensitive data (like "internal" tagged items) before generating the link.
Live Share configuration options
When generating a link, you can configure the following:
Limited Share Mode: When enabled, viewers can only see the items displayed in the initial view. They will not have access to filters or the item property panel. This is recommended when sharing externally.
Password Protection: You can protect each link with a password. Enter a password and save the configuration. Viewers must enter the password before accessing the view. This is strongly recommended for high-security environments.
Sharing individual items
You can also share a specific item externally:
Open the item.
Click the three-dot menu next to the title.
Select Share item externally
This generates a read-only link for that single artifact.
Managing your existing Live Share links
Live Share Links are fully manageable. To manage your links:
Click Share on any view.
Select Manage Shared Links.
From here, you can:
• View all links you created
• Rename a link
• Copy the link URL
• See the creation date
• Update password protection
• Disable public access
• Revoke links individually or in bulk
If you revoke a link, the URL immediately becomes invalid. External viewers will no longer be able to access the content via the original link.
💡 Shared views can be edited and saved without changing the link. Whether you're adjusting filters, fields, or sorting, the existing URL remains active and always reflects the most current version.
Live share example - an external customer roadmap
To create a clean customer-facing roadmap and share externally, follow this simple structure:
Step 1 - Create custom fields
Public Roadmap Status: Use single select values such as Available Now, Planned, Intent, In Flight)
Roadmap Category: Use single select values for this category; this is how you may categorize your products or features to customers (e.g Integrations or AI).
Step 2 - Build a dedicated roadmap view
View type: Swimlanes Roadmap
Swimlanes = Public Roadmap Status
Group by = Roadmap Category
Step 3 - Share your roadmap
Filter to customer-relevant items only
Enable Limited Share mode
Add password protection if required
Once shared, your users will see the below limited view of the roadmap, without needing to log in.
💡 Share Links can be embedded into websites or secure internal portals (such as Confluence or SharePoint). This allows you to surface live roadmaps directly inside existing stakeholder hubs, without requiring separate logins or links.
Exporting via PNG or CSV
While Live Share Links are ideal for real-time visibility, you can also export any saved view as a static PNG file when needed.
Click the Actions menu at the top of your view
Select Export as PNG to download a virtual snapshot of the view
Select Export to CSV to download the structured data behind the view
💡 Exports reflect the view configuration at the time of download. Always confirm your filters and grouping before exporting to ensure accuracy.
What's next?
Live Share Links help you move away from static reporting and toward a transparent, dynamic single source of truth.
Establish internal protocols for when to use password protection and when to use Limited Share mode to balance visibility and security.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question!