Sharing a location
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A location is shared by inviting people to it, each with a role and an optional end date. Your Personal location is never shared: it has no members, invites or share links.
This page covers invites, roles, share links and printing.
Inviting people
Section titled “Inviting people”The Invite people to … card on Home appears after you create a location. The same page is under Location settings → Members → Invite.
- Choose the Role, and under Access either No end date or Until a date. Their access stops on that date, and any tokens they made for the API stop with it.
- Create invite link. The link works once, for 7 days. Show the QR code to scan with their phone, or copy the link. A pending invite shows under Members until it’s used, and you can revoke it there.
- Send by email works only when the server has email set up.
Someone without an email address can still be given an account: owners and admins add one from Location settings → Members → Add someone without email. It becomes a managed account — Kept makes an address for it that can’t receive mail, sets its password with a reset code, and the owner is told about every new one.
Anyone but the owner can Leave this location. An instance admin can’t see inside a home unless they’ve been invited to it.
| Role | What they can do in that location |
|---|---|
| Owner | Everything, including two-factor rules, transfer and deletion. There is one owner. |
| Admin | Invite and remove members and viewers, change settings and modules, import and export, make share links and claim packs, delete permanently. Only the owner grants or removes admins. |
| Member | Add, edit, move, lend and trash things; log readings and services; print labels; use AI capture. Money is visible. |
| Viewer | Look and search only. Money is hidden unless the location allows viewers to see it. The assistant answers but can’t change anything. |
Share links
Section titled “Share links”Share links show someone without an account what’s in a box, a place or a search, read-only. Owners and admins make one from:
- A box’s Actions → Share a read-only link.
- A place’s Manage section.
- Share this list on Search: a search filtered to one location, without state or price filters.
Choose how long it works: a day, a week, 30 days (the default), 90 days or a year. The link is shown once, so copy it then.
What they see
Section titled “What they see”Each thing’s name, photo, type, where it is, quantity, condition and notes, A to Z. Never prices, serial numbers, secret fields, people, loans or documents. Things in the Trash, drafts and things you sold or lost don’t show.
It stays current
Section titled “It stays current”The page shows the box, place or search as it is when it’s opened. A search’s link matches its words and its place, type and tag filters.
Managing links
Section titled “Managing links”Location settings → Share links lists every link with its state and how often it was opened.
- Preview as recipient shows the page as the recipient sees it.
- Revoke ends it at once.
- A link also stops when it expires, or when the person who made it no longer runs the location.
Printing a list
Section titled “Printing a list”To hand someone a list on paper, print it. Print inventory on a location makes a PDF of its things, grouped by place, with photos and short IDs. Prices appear only for people who can see money. Anyone who can see the location can make one.
Email it to me also mails the PDF when it’s ready, and Send it again mails the whole location every Monday or on the 1st of the month. Settings → Me → Notifications lists these and stops them. A report over 10 MB isn’t attached: print it from Kept instead.
Related
Section titled “Related”- Your first minutes for inviting people during setup.
- Everyday use for the wider picture.
- Kits and hand-overs for lending things.