How to Share Device Access with a Named Person

Share exact functions of exact devices with a named person outside your organization, until a date you choose. The person can be a member of another organization or a member of the platform's own team. They open what you share in their own workspace and cannot see anything else. For people in your own organization, give access instead; see How to Give a Team Access to Device Functions.

Before you start

• You need the Manage IoT Sharing right, and you can share only what you can use yourself.
• Safety-critical controls can be shared with a named person only if they are turned on for the device and do not need two people, and only by someone who also has Manage IoT Settings.
• Health readings, camera snapshots and controls that need two people are never shared.
• Sharing security controls or live video asks for your password.

Share

1. Open the device and, under Shared outside the organization, choose Share this device. In Share device access, choose A named person. From a support ticket or an executive chat, choose the Share device access button instead: it offers the people in that conversation who are outside your organization. The dialog has four steps; choose Next to go on and Back to go back.
2. Who is this for? Find the person:
   • a member of the platform team: type at least 2 letters of their name in the team search, then choose Find and Add;
   • a member of another organization: enter their email in Find a person by their account email, then choose Find and Add.
   From a conversation, tick the people under People in this conversation instead. You can add up to 10 people at once. Each gets their own share.
3. What can they use? Tick the functions on each device, up to 50 devices and 200 functions in one share. Use Search devices to find more. The state is included with a control so they can see the result. Functions that ask for a code are marked Needs a one-time code. A function that cannot be shared says why.
4. Until when? Choose 1 hour up to 90 days, or Pick a date and time. Every share ends; the longest is 90 days, the shortest 15 minutes. A share started from a conversation suggests 2 hours. Under Reason, say why. The person and your records both see it.
5. Review the sentence that says who can do what until when, then choose Share. If the share includes security controls or live video, type your password in Confirm it's you and choose Confirm.

Result

The dialog confirms it with the person's name, for example "Shared. Jane Doe has been notified." They get a notice in their own workspace and open the devices from it. The share appears on the Shared tab, under Shared by us, on the device page under Shared outside the organization, and is counted under Live shares in Settings → Devices (IoT) → Sharing.

Good to know

• You can Extend a share or end it at any time. See How to Revoke Shared Access.
• A share never exceeds your own access. It is checked again each time it is used: if you lose access to a function, it stops working for them too.
• Security controls, safety-critical controls and live video ask the person for a one-time code, sent to their account email. See One-Time Codes Explained.
• Every use of a share is recorded.

If it doesn't work

• "No one with that email can receive shares.": the person has no account that can receive shares. Share by link instead; see How to Share Device Access with a Link.
• "That email belongs to more than one workspace. Send a link instead.": share by link.
• "That person is already in your organization. Use access grants instead.": give them access in Settings → Devices (IoT) → Access.
• "You don't have access to one of the functions you chose.": you can share only what you can use.
• A function marked "Can't be shared" shows the reason under it.