External Access

Share documents securely with people outside your organisation - family members, beneficiaries, trustees, and advisors.

Note: External Access is available on Pro, Family/Trust, and Enterprise plans.

Access Types

Beneficiaries

Long-term access for family members and trustees:

• Permanent access (until revoked)
• Emergency code for secure login
• Configurable permissions per beneficiary
• Audit trail of all access

Best for: Spouses, children, trustees, executors

Guests

Temporary access for advisors and professionals:

• Time-limited (expires automatically)
• Invite link for easy access
• Read-only by default
• No account required

Best for: Accountants, lawyers, consultants

Setting Up External Access

Inviting a Beneficiary

1. Go to Settings → External Access
2. Click "Add Beneficiary"
3. Enter their name and email
4. Select documents or smart folders to share
5. Click "Send Invitation"

The beneficiary receives:

• Email invitation with setup instructions
• Emergency access code (sent separately for security)

Inviting a Guest

1. Go to Settings → External Access
2. Click "Add Guest"
3. Enter their name and email
4. Select documents to share
5. Set expiration date
6. Click "Send Invitation"

The guest receives a secure link valid until expiration.

What Can You Share?

Individual Documents

Share specific documents by selecting them individually.

Smart Folders

Share all documents matching smart folder criteria. As new documents match the rules, they're automatically accessible.

Document Types

Share all documents of a specific type (e.g., all Tax Documents).

Permissions

Security Features

Emergency Codes (Beneficiaries)

• 12-character secure code
• Sent separately from invitation
• Required for first login
• Can be regenerated if lost

Expiring Links (Guests)

• Automatic expiration (1 day to 1 year)
• Single-use or multi-use options
• Revocable at any time

Audit Trail

All external access is logged:

• Login attempts (successful and failed)
• Documents viewed
• Downloads
• IP addresses and devices

Managing External Access

Viewing Access

Go to Settings → External Access to see:

• All beneficiaries and guests
• Their access status
• Last activity
• Documents they can access

Revoking Access

1. Find the person in External Access
2. Click "Revoke Access"
3. Confirm revocation

Access is removed immediately. They can no longer view shared documents.

Extending Guest Access

1. Find the guest
2. Click "Edit"
3. Set a new expiration date
4. Save changes

Best Practices

1. Use Beneficiaries for long-term family access
2. Use Guests for temporary professional access
3. Share Smart Folders instead of individual documents when possible
4. Review access regularly and revoke when no longer needed
5. Enable download restrictions for sensitive documents