Overview
Only the Room owner and the teammates added to a Room can share that Room with buyers, so you cannot share a colleague's Room until you have access to it. Aligned gives you three ways to get there: your colleague adds you to their Room as a Room Collaborator, your colleague transfers ownership of the Room to you, or you duplicate their Room and share your own copy. Which one to use depends on whether you and your colleague are working the deal together, whether the deal is being handed to you, or whether you only want to reuse their structure for a different buyer.
Prerequisites
Plan: Available across plans. On the free tier, each user has a limited number of Room slots, and Rooms you collaborate on count toward that limit alongside Rooms you own.
Role: To be added to a colleague's Room, you need an Aligned user in the same workspace and the same business email domain as your colleague. To browse a specific colleague's Rooms, you need the Admin or Manager role.
Which option to use
If you want to | Use | Who does it |
Work the same deal alongside your colleague | Room Collaborator | Your colleague, or anyone who already has access |
Take the deal over completely | Transfer ownership | Your colleague |
Reuse their Room structure for your own buyer | Duplicate the Room | You |
How to get added to a colleague's Room
Ask your colleague to add you as a Room Collaborator. A Room owner, or any teammate who already has access to the Room, can add you. Once you have Edit access you can share the Room with buyers yourself.
Your colleague opens the Room.
Your colleague clicks Share in the top-right corner.
Your colleague opens Share with my team.
Your colleague enters your email address or selects you from the list.
Your colleague sets your permission to Edit access.
Your colleague can also add you from the Rooms page by clicking the + icon in the Team column next to the Room. See Room Collaborators: Add colleagues to your Room.
What you can do with Edit access
Edit access gives you the same day-to-day control over the Room as the owner. With Edit access you can:
Share the Room with buyers by email or by generating a shareable link.
Set buyer-facing entry permissions, such as requiring an email address or a password.
Invite other internal teammates to the Room.
Edit the Room's content, sections, and tabs.
Three actions stay with the Room owner and Administrators: deleting the Room, archiving the Room, and changing the Room's core settings. Ask the owner or an Administrator when you need one of those.
How to have a colleague's Room transferred to you
Ask your colleague to transfer ownership when the deal is moving to you permanently. Only one user can be the Room owner at a time, so your colleague stops being the owner once the transfer completes.
Your colleague opens the Room and clicks Share.
Your colleague opens Share with my team and adds you if you are not already there.
Your colleague clicks the arrow next to your name.
Your colleague selects Set as Room Owner.
How to duplicate a colleague's Room
Duplicate a colleague's Room when you want their structure and content for a different buyer. Duplicating creates your own Room, which you own and can share without involving your colleague. What you can browse depends on your role.
If your role is User:
Go to the Rooms tab.
Select Recent activity to see recently shared Rooms.
Open the three-dot menu next to the Room you want.
Click Duplicate.
If your role is Admin or Manager:
Go to the Rooms tab.
Select your colleague's name to see their Rooms.
Open the three-dot menu next to the Room you want.
Click Duplicate.
Rename the Room and replace the company name and logo before you share it, so the copy does not carry your colleague's buyer details.
What buyers see
Buyers see the Room exactly as its current owner and collaborators have set it up, and they cannot tell whether the Room was duplicated from another Room or transferred between teammates. Buyers who enter a Room you were added to as a collaborator see the same Room your colleague shares, not a separate copy.
Limitations
Same domain only: Only users with the same business email domain as you can be added as Room Collaborators.
Workspace user required: Your colleague must already have an Aligned user in your workspace before you can be added to their Room.
One owner: Only one user can be the Room owner at a time.
Owner and Administrator only: Deleting a Room, archiving a Room, and changing core Room settings are limited to the Room owner and Administrators. Collaborators with Edit access cannot perform these actions.
Browsing a specific colleague's Rooms: Users can only browse Recent activity. Selecting a specific colleague requires the Admin or Manager role.
Free tier: Rooms you collaborate on count toward your Room limit, the same as Rooms you own.
Troubleshooting & FAQ
Expected errors and blocks
My colleague cannot add me to their Room
My colleague cannot add me to their Room
What this means: You either do not have an Aligned user in that workspace, or your email address uses a different business domain from your colleague's.
How to fix it: Ask your Aligned Admin to create your user in the workspace, and confirm you are using your company email address rather than a personal one.
I cannot delete or archive a Room I collaborate on
I cannot delete or archive a Room I collaborate on
What this means: Deleting and archiving a Room are limited to the Room owner and Administrators, so Edit access does not include them.
How to fix it: Ask the Room owner or an Administrator to delete or archive the Room, or ask the owner to transfer ownership to you first.
My teammate cannot join a new Room on the free tier
My teammate cannot join a new Room on the free tier
What this means: On the free tier, owned Rooms and collaborated Rooms both count toward a user's Room cap, so the teammate has reached their limit.
How to fix it: Free up a Room slot for that teammate, or contact your Aligned account team about a paid plan.
FAQ
Q: Can I share a colleague's Room with my buyer without being added to it?
Q: Can I share a colleague's Room with my buyer without being added to it?
You cannot share a Room you do not have access to. Ask your colleague to add you as a Room Collaborator with Edit access, or ask them to share the Room with your buyer themselves.
Q: Can a collaborator share the Room with buyers, or only the owner?
Q: Can a collaborator share the Room with buyers, or only the owner?
Any teammate with Edit access can share the Room with buyers, so sharing is not limited to the Room owner. A collaborator with Edit access can invite buyers by email, generate a shareable link, set buyer entry permissions, and invite other internal teammates.
Q: Does mentioning a teammate in a comment give them access to the Room?
Q: Does mentioning a teammate in a comment give them access to the Room?
Mentioning someone in a comment does not add them as a Room Collaborator. Invite them through Share or from the Rooms page instead.
Q: Does adding someone to the Our Team section give them access to the Room?
Q: Does adding someone to the Our Team section give them access to the Room?
Adding someone to the Our Team section does not make them a Room Collaborator. Invite them through the Room sharing flow instead.
Q: Should I duplicate my colleague's Room or ask to be added to it?
Q: Should I duplicate my colleague's Room or ask to be added to it?
Duplicate the Room when you are selling to a different buyer and want to reuse the structure. Ask to be added as a collaborator when you and your colleague are working the same deal and need to see the same buyer activity in one place.
Q: Can I see every Room my colleagues own?
Q: Can I see every Room my colleagues own?
Users can browse recently shared Rooms under Recent activity. Admins and Managers can select a specific colleague in the Rooms tab and see that colleague's Rooms.
Pro Tips
Ask to be added as a collaborator before the Room is shared with buyers, so you see buyer activity from the first visit rather than joining mid-deal.
When you duplicate a colleague's Room, change the company name and logo first. A buyer who spots another company's name in the Room loses confidence quickly.
Use Set as Room Owner rather than duplication for account handovers, so the buyer's history, comments, and analytics stay with the deal.