Collaboration
Share the work without sharing the whole business
Editorial team · Reviewed
A collaborator needs enough information to do their work, not every record the owner can see. Define access by the wedding, task and information involved rather than assuming a job title is sufficient.
A practical sequence
- Choose which wedding or client the invitation belongs to.
- Separate view, contribution and administrative privileges.
- Keep private finance, notes and unrelated clients outside the grant.
- Preview the experience and revoke or expire access when the work ends.
Work through an example
A florist needs installation times, access instructions, assigned tasks and relevant design files. They do not need the planner's pipeline, fee margin or private couple notes. A role label is useful only if the actual data and actions match it.
Where judgement matters
A link may be forwarded. If it grants access without a login, treat possession of that link as part of the access model and explain it clearly. Use stronger verification for sensitive work and provide a way to rotate compromised access.
Make it usable
Open the working tool and work through the decision with your own inputs. Adapt the structured template to preserve the choices and responsibilities. Keep an original copy so later changes remain understandable.
Work the decision
A practice case
An original fictional scenario. Numbers are illustrative inputs; this is not a customer result or a provider performance claim.
A caterer needs guest counts, meal choices and the approved service schedule. They do not need the planner’s other clients, private margins or every guest’s home address. Design the invitation around the work to be done, then inspect the recipient’s actual view before sending the link.
| Decision | Why it matters |
|---|---|
| Grant sections and actions deliberately. | Reading a schedule, editing a guest list and publishing a change are different permissions. |
| Limit capability links by purpose and lifetime. | Possession of a review link should not become general access to the business. |
| Revoke access when the working relationship changes. | Removing a sidebar link is insufficient if the underlying route or cached data remains available. |
Make one usable artifact
Prepare an access matrix for couple, caterer, photographer and second coordinator. Test one allowed action and one denied action for each role using separate identities.
Then test the difficult case
A supplier leaves the project after downloading a brief. Revoke future access, explain what revocation can and cannot retract, and rotate any still-live shared capability links.
Use the linked tool or structured template below to record the result. Confirm it against the actual people, agreements and permissions before using it for an event.