Use Room Access Permissions to control whether prospects and customers enter anonymously or share identity details on entry. Select Require Email Address to Enter when you need an email for every visitor. Select Anyone with the Link (Ask for Name) when you want a softer prompt that visitors can skip. Switch permission levels at any point in the sales cycle as your stakeholder group changes.
Prerequisites & Requirements
Plan: All plans
Permissions: Any user with permission to share the Room
Technical Specs: None
How to prompt visitors for name or email
Open the Room.
Click Share.
Under Room Access permissions, select Anyone with the Link (Ask for Name).
Share the Room via Share via Link or Share via Email.
What the Buyer sees
Aligned prompts the visitor to enter a name or email on entry.
The visitor can skip and continue anonymously.
How to require an email address before entry
Open the Room.
Click Share.
Under Room Access permissions, select Require Email Address to Enter.
Share the Room via Share via Link or Share via Email.
What the Buyer sees
Aligned blocks entry until the visitor submits a valid email address.
How to restrict access to a specific list of emails
Use this option when you need both identity and tight control (legal, security, procurement).
Open the Room.
Click Share.
Under Room Access permissions, select Only Permitted Users & companies can enter..
Add the allowed email addresses.
Share the Room.
What the Buyer sees
Aligned allows entry only for emails on the permitted list.
How to share a Room with Password protection (scenario: sensitive content)
Use Password Protection when you want an extra gate before someone enters a Room (for example, when you share pricing, legal docs, or security docs).
Open the Room.
Click Share.
Under Room Access permissions, select Password Protected.
Optional: Replace a Room password.
Share the Room link, then send the password through your preferred channel.
What the Buyer sees
Aligned prompts the visitor to enter the Room password before entry.
Important: Password Protection gates entry, but it doesn’t require contact details. Use Require Email Address to Enter when you need an email for every visitor.
Troubleshooting & Error States
Q: Why do visitors appear as “Anonymous” in Analytics?
Answer: Because you share the link with “Anyone with the link” permission. Select Require Email Address to Enter or Only Permitted Users Can View in Room Access Permissions.
Q: Why do I still miss contact details after I select “Ask for Name”?
Answer: You need to choose the option with “(ask for their name)” OR Select Require Email Address to Enter. Visitors can skip Ask for Name and stay anonymous. In the “(ask for their name)” option.
Q: Why does Analytics show an attempted entry without an email?
Answer: Keep Require Email Address to Enter enabled. Aligned logs an entry attempt when a visitor doesn’t submit an email.
Pro-Tips
Start with Anyone with the Link (Ask for Name) for early evaluation, then switch to Require Email Address to Enter once the buying committee grows.
Use Only Permitted Users Can View when you share pricing, legal docs, or security artifacts and you need an explicit allowlist.
According to a document from April 24, 2025, Room Grouping adds favorites, bulk actions, sorting (including unread comments prioritization), sticky headers, and dashboard organization controls. It also limits Subgroup filtering and Team Columns to Pro and Enterprise.