Share Data Rooms
Learn how to share a data room with investor groups, investor accounts, all investors or people invited by email, and how to change or remove access.
Sharing a data room gives investors access to it through their Investor Wallet. There is no separate share to create and no link to send. A room is shared as soon as you give someone access, and it stays shared while anyone still has access.
Sharing always covers the whole room โ every folder and file in it, as it is now. You can't share just one folder or file.
Open Manage Access
You manage who can see a room in the Manage Access panel. Open it in either of these ways:
On the data room's page, select Manage access.
In the Data Rooms list, open the room's actions menu (โฎ) and select Manage access.
The top of the panel shows a summary of the room's access:
Below the summary are three tabs โ Investor Groups, Investor Accounts and Invited Users โ one for each way of giving access.
Who you can share with
You can mix groups, accounts and invited users on the same room. All investors can be combined with invited users, but not with specific groups or accounts โ all investors already includes them.
Important: Access starts the moment you add someone. There is no draft or publish step, and each person is emailed straight away. Check the room's contents before you share it.
Share with investor groups
In Manage Access, open the Investor Groups tab.
Select Invite investor groups.
Search for a group by name and select it. Repeat for each group you want.
Select Add groups.
Select a group in the list to see its members. To change who is in a group, edit the group itself โ the room's access follows.
Tip: Sharing with a group is the easiest way to keep access up to date. See Investor Groups for how to create and maintain groups.
Share with investor accounts
In Manage Access, open the Investor Accounts tab.
Select Invite investors.
Search your investors or holding accounts and select each account you want. Enter at least 2 characters to see matches; only the top 10 matches are shown, so refine your search if you don't see the account. Selected accounts appear under Added Investors.
Select Add investors.
You can only add current investor accounts of your own organisation. Closed accounts, and accounts removed from your organisation, can't be added.
Turn the list into a group
If you have shared with several accounts one by one, you can turn them into an investor group:
On the Investor Accounts tab, select Create group from list.
Enter a Group Name. Tick the beneficial ownership option only if these accounts are one underlying owner.
Select Save group.
Cuspy creates the group with all the listed accounts and gives the room access through the group instead. Nobody gains or loses access. From then on, add investors to the group rather than to the room.
Share with all investors
In Manage Access, open the Investor Accounts tab.
Select Invite investors.
Tick Automatically grant access to all existing and future investors.
Select Add investors.
Every investor in your organisation can now open the room, and investors you add later gain access automatically.
Note: You can only choose all investors when the room has no specific groups or accounts. Remove those first. While all investors is on, the Investor Groups tab is unavailable, but you can still invite users by email.
To go back to choosing investors individually, select Update settings and untick the option, or select Remove all access.
Invite users by email
Invite someone by email when they need access but are not one of your investors.
In Manage Access, open the Invited Users tab.
Select Invite users.
Enter their First Name, Last Name and Email.
Select Send invite.
If the person already uses Investor Wallet, they are told the room is waiting. If not, they are invited to sign up and can open the room once they have. Either way, you see the same result โ Cuspy does not reveal whether someone already has an account.
The name you enter is used in the invitation email. The person can change it when they sign up.
Note: You can't invite someone this way if they are already one of your investors. Cuspy shows "This user is already one of your investors. Invite via an investor account or investor account group instead." Share with their investor account, or a group it belongs to, instead.
What people receive
Everyone who gains access gets an email saying the room is available in their Investor Wallet, with a link to sign in. This is a standard message โ you can't add your own text or turn it off.
For groups, accounts and all investors, each person who has claimed a shared account is emailed.
Someone who gains access later โ for example by joining a shared group, or claiming a shared account โ is emailed when they gain access.
If you remove someone and add them again, they are emailed again.
Removing access sends no email.
People find shared rooms under Data Rooms in their Investor Wallet.
See who has access
The Data Rooms list shows each room's Status as Shared or Not shared.
The room's page shows the same status, with badges for how it is shared (All Investors, Groups, Investors), and a Total Users count.
In Manage Access, each tab lists the groups, accounts or invited users that have access.
The Invited Users tab lists each person's First Name, Last Name, Email Address and the date they were invited. It does not show whether they have signed up or opened the room.
Resend an invitation
If an invited person missed the email, send it again:
On the Invited Users tab, open the person's actions menu (โฎ).
Select Resend invitation, then confirm.
Resending only sends the email again. It does not change who has access.
Note: You can only resend to people invited by email. People reached through a group or account have no invitation to resend.
Remove access
Then select Yes, remove to confirm.
Access ends straight away, and no email is sent. Removing one entry only takes away access given through that entry. If a person also reaches the room another way โ through another group, or their own account โ they keep access.
Stop sharing a room
There is no separate "stop sharing" button. Remove every group, account and invited user, and the room becomes Not shared. Access ends for everyone at once, and the room's folders and files are kept.
Deleting a data room also ends its sharing.
To share the room again later, add people as before. They are emailed again.
Take out specific files
Because sharing covers the whole room, you take a file out of a shared room by deleting it โ or by deleting the folder it is in. It disappears for everyone straight away.
Permissions
Sharing a data room and changing its access require the data room management permission, which the default Administrator and Editor authorisation groups both carry. This permission covers every data room in your organisation. If you cannot see Manage access, ask your organisation administrator to check your authorisation group.
Next steps
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