A transaction starts private to you. There are two ways to let someone see it, and they answer different questions:
- Invite a collaborator when someone needs to work the transaction — open the documents, edit the record, see the whole picture. They get an account and appear on the Team.
- Send a read-only link when someone just needs to look — an escrow officer checking what's on file, a broker checking the requirements, the agent on the other side who wants your dates. No account, no invite, and you can revoke it.
Both live on the transaction's People tab. Collaborators first.
When you want help on a transaction — a co-agent, your transaction coordinator, the lender, an escrow officer — you can invite them to the transaction by email and give each person exactly the access you choose.
Sharing is per transaction, never per seat: you can invite up to 25 collaborators on any transaction at no extra cost, whether you're on a paid transaction or your free first transaction. One price covers the whole team or just you — see Plans and transactions.
Invite someone to a transaction
Inviting is the transaction owner's job — the person whose workspace the transaction lives in. On the transaction, open the People tab and find the Team section at the top. Click Invite, then:
- Type the person's email address.
- Pick their access — Can view or Can edit (read-only is the default).
- Click Invite.
They don't need a LetterScript account to be invited. LetterScript emails them a link; when they open it and hop in — creating a free account first if they don't have one, which takes seconds — the transaction lands on their own board badged shared with you, with exactly the access you picked.
The invitation comes from you by name, with your email address on it so the person recognizes you — once you've confirmed that address. Until you have, it shows your name only (see Confirm your email address). The invitation email names the property by its address, never by your transaction's own name — that name is often a client's, and an email can be forwarded. They see the name once they've accepted and opened the transaction.
An invited person shows as Pending in the Team list until they accept, then flips to Active. You can invite up to 25 people per transaction; pending invites count toward that limit until they're accepted or removed.
What "view" and "edit" mean
Both roles let someone open the transaction and see its full picture — the Overview, the Files (documents and what this address requires), the Workflow and its deadlines, and the People on the transaction. On the Team list they see other collaborators by name and access only, without their email addresses or invitations that haven't been accepted yet. The difference is what they can change:
- Can view — read everything. They can't edit the transaction record, upload documents, or change anything, and the transaction assistant isn't available to them (asking spends the owner's AI allowance). They also can't connect the transaction to an outside AI assistant such as Claude or ChatGPT. They can download the sheets and letters on the Send menu and adjust the copy they download, but can't fix anything in the record from there.
- Can edit — everything a viewer can do, plus edit the transaction record (including from the review screen of a sheet or letter on the Send menu, with Also fix it in the transaction record), upload or attach documents to the transaction, and schedule meetings with the people on it using their own Calendly account (see Meetings & Calendly). They can also give their own AI assistant read-only access to the transaction (see AI assistants); changing them to Can view cuts that assistant off on its next question. They can take a document off the transaction (remove or delete it) only if they uploaded it themselves.
You can change someone's role or remove them at any time (see Manage the team).
What collaborators can't do
Some things stay with the owner, by design:
- The transaction's email inbox is owner-only. The Email tab — the transaction's mailbox, sending, and AI drafts — is hidden for shared transactions. A transaction's mailbox lives in the owner's workspace, so collaborators can't read or send the transaction's email, and on the Send menu they get the Deliverables (to download) but not Email… or Attach to an email. See Email from inside a transaction.
- Deadline alerts go to the owner's phone only. The mobile app's deadline alerts reach the person who created the transaction, not its collaborators (see Deadlines and the timeline).
- Only the owner removes other people's documents. A collaborator who can edit may remove or delete a document they uploaded, to take back a wrong file, but not one you or anyone else added. A removed document can't be found again from the transaction, so this stays with you.
- Only the owner manages the team. Collaborators see the Team roster but can't invite others, change roles, or remove people. Sharing a transaction never lets a guest widen who else gets in.
- Nobody else pays. The transaction was paid for when it was created, and all of a shared transaction's usage is billed to the owner — so inviting people never costs a collaborator anything and never charges you per seat.
- Tax documents stay with you. A document that holds a taxpayer ID (a W-9, a FIRPTA affidavit or withholding statement, an FTB 593, or a packet with one of those inside) shows on a collaborator's Files tab marked Owner only. They can't open, download or change it, and it's left out of their ZIP. The transaction record already hides the number itself from them. A collaborator who uploaded such a document can still open it.
Accepting an invite
If you've received an invite, click the Accept the invitation button in the email. That opens LetterScript and, once you're signed in (or after you create a free account), shows you who invited you, the transaction, and your access. Click Accept & open and the transaction appears on your own board marked shared with you — open it any time from there.
The invite link is tied to the address it was sent to. If you already have a LetterScript account under a different email, sign in with the address the invite was sent to so it can bind to you.
Manage the team
Back on the People tab's Team section, the owner can, for each collaborator:
- Change their role — switch between Can edit and Can view from the dropdown next to their name; it takes effect immediately.
- Remove their access — click the ✕ next to their name. Access stops right away, and the transaction disappears from their board. You can re-invite the same person later if you need to.
An invitation sent to an address that has no LetterScript account yet can be accepted by whoever opens the link, under any email address. When that happens, the Team list shows Accepted as with the address of the account that actually joined. If that isn't the person you meant to invite, remove them.
Send a read-only link
Below the Team section on the People tab, Read-only link creates a link anyone can open without signing in. It's the transaction owner's to create — collaborators don't see the section.
Choose how long it should last — 7, 14, 30 or 90 days, 14 by default — then click Create link. The link is copied to your clipboard as it's created, ready to paste into an email.
Once a link exists you don't have to come back here to copy it: Send, in the transaction's header, has Copy read-only link and Copy calendar link for your newest working link, Email the read-only link… to write it into an email, and Manage read-only links… to bring you back to this card. See Send and share from a transaction.
What the other side sees
Only this: the transaction's address, its requirements checklist, and which documents are on file, by type only.
Never the documents themselves, never their filenames, never your notes, never anyone's contact details — and never the transaction's own name, which is free text and often carries a client's name.
The page is headed Requirements checklist: the point-of-sale requirements for the property's address and how the documents on file stand against them. It doesn't stand in for any disclosure, and its footer says so plainly: it's informational only and not legal advice, it isn't a Natural Hazard Disclosure report and doesn't satisfy California Civil Code §1103, and each requirement should be confirmed with the city or county before close.
If LetterScript's property data has been refreshed and it needs you to re-check which parcel this transaction points at (see Point-of-sale requirements), the page doesn't show the requirements in the meantime. It says the checklist is Being updated and suggests checking back later or asking you, and still lists the documents on file. Correct the property address on your side and the requirements come back.
The same goes when the transaction's address hasn't been matched to a property yet, or LetterScript has no point-of-sale data for it: the page says the requirements aren't available yet and suggests asking you, rather than showing the setup messages you see in the app. When the address is the problem, set or correct it on your side and the requirements appear.
Treat the link like a password
There's no sign-in, so whoever holds the link is in. Send it to one person, and revoke it when they're done.
Each link shows how long it has left and whether it has been used — Not opened yet, or Opened 3 times — so you can tell whether it reached the person you sent it to. Copy takes the link again. The ✕ revokes it, and it stops working immediately.
A subscribable feed of the deadlines
Calendar, beside a link, copies a second address: the same link read as a live feed of this transaction's deadlines. Paste it into Google Calendar, Apple Calendar or Outlook under subscribe by URL, and the other side's calendar follows your dates as they move.
The feed carries the standard contract deadlines and the rule each one was counted from. Every date read from your documents also carries a note: Deadlines as read from the contract. The executed contract governs if anything differs. A date someone typed or moved by hand says so instead (Date entered by hand, not read from the contract), and so does one that came from a linked CRM deal such as Follow Up Boss (Date from the agent's CRM, not read from the contract) and one LetterScript estimated because the contract doesn't state it, like a final walk-through counted back from the close (Date estimated by the app, not stated in the contract). The calendar as a whole carries the same contract note while every date in it was read from the documents; otherwise its note says the dates are as read from the contract except where an event notes otherwise. Your own edits stay private: a milestone you renamed goes out under its standard name, a reason you typed beside a date never goes out at all, and a custom date of your own isn't in the feed. Deadlines you've marked done stay, ticked; waived and voided ones, and ones marked Not applicable in Purchase timeline, are left out.
Revoking stops the feed updating, but it may not clear dates already on someone's calendar. Calendar apps sync on their own schedule and most keep the last copy they received. Revoking reliably stops anything new reaching them — it is not a retraction.
If what you want is a sheet to send rather than a feed to subscribe to, use Dates sheet on the Workflow tab or the Send menu instead; see Deadlines and the timeline.
Good to know
- Up to 25 collaborators per transaction, at no extra cost — never a per-seat fee.
- Collaborators are separate from the transaction's Parties (the buyer, seller, and other contacts listed further down the People tab). Parties are people the transaction is about; collaborators are people who work it in LetterScript.
- A shared transaction shows a Shared with you banner at the top with the owner's name and your access level, so it's always clear whose transaction it is.
- Removing a collaborator or a whole transaction doesn't delete their account — it only ends their access to that transaction.