Docs

Sharing files with a contractor

Send a contractor a private link to a card's details and the photos and documents you pick.

Council only

Updated

What it is

A shared link lets someone without a Pleno account — usually a contractor quoting on the work — see a card's details and the files you choose, on their phone or computer. You send the link; they open it. Nothing is attached to an email, and you can turn the link off at any time.

Each link is for one person. Sharing the same card with two contractors makes two links, and revoking one leaves the other working.

What you can do

  • Request a quote with files: Request quote on the card sends the contractor their own link in the message, for the files you tick. Nothing to copy.
  • Share files: open the card, choose Share files… from the card menu (or in the Documents tab under Shared links), pick the recipient, tick the files, and choose Create link. Copy the link and paste it into your email to them.
  • Pick the recipient: choose a contractor from the contractor directory, or type an email address. A new address is added to the directory.
  • Choose the files: every file on the card is ticked to start — uploads, files from the Documents library linked to the card, and photos from the report the card came from. Untick anything they don't need. Links to files outside Pleno (Drive, Dropbox) can't be shared this way.
  • See who opened it: the card's Shared links list shows each recipient, when the link was shared, when it expires, and how many times it was opened (and when last).
  • Extend a link for another 30 days, or Revoke it so it stops working right away.

What they see

  • The card title and the scope of work (the card's description), as they were when you shared
  • The location. A residential unit's number is shown only if you tick Include the unit number — use it when they need access
  • The photos you picked, full size, and the documents you picked (PDFs open in the browser, other files download), with Download all
  • Your strata's name and a small "Shared from Pleno" line
  • When the link was shared and the date it stops working, in your strata's time zone

They don't need a Pleno account, and the page runs no analytics and shows no cookie banner. The only cookie it sets remembers that they passed the email check. Pleno records when the link was opened and the kind of device and browser (for example "iPhone · Safari"); it doesn't store their IP address or the full browser details.

Files stay current within your selection: if you delete or unlink a file, it disappears from the link too. Card details don't change after you share — the contractor sees what they were asked to quote on.

What they never see

  • Who reported the problem, or their contact details
  • Notes, the activity log, or any conversation
  • Costs, budgets, quotes or council votes
  • Other contractors or their links
  • Any file you didn't tick

The email check

Before anything is shown, the person opening the link types the email address you sent it to. If it matches, their device remembers it until the link expires. A forwarded link won't open for someone else who doesn't know that address. You can switch the check off for a link when you create it — then anyone with the link can open it.

The email check is not a password. Anyone who has the link and knows the address it went to can open it, so treat the link like the files themselves: send it only to the person who needs it, and revoke it when the work is done or if it went to the wrong place.

After 20 tries in 15 minutes, the email check on that link pauses for everyone until the 15 minutes are up. Someone who already passed it on their device isn't affected.

  • 30 days after you create it (or after the last Extend)
  • When the card is done, cancelled or archived — every link closes with its card. Reopening the card doesn't reopen its links — share again if needed
  • When you revoke it

Anyone opening a link that no longer works sees the same "This link isn't available" page, whatever the reason.

Who can do it

The property manager (with or without delegated admin), the president and the vice-president can share files, extend and revoke links (not during the 90-day read-only overlap after a term ends). Each link records who shared, extended or revoked it. If one of them is later removed from the strata, the link keeps the name of who shared it, but no longer says who extended or revoked it. Every council member can see a card's shared links. Residents never see them. See Permissions by role.

Sharing is part of the Free plan.

Limits and things to know

  • Download limits. One link can be used for up to 200 file opens or downloads an hour (photo previews count) and 10 Download all zips an hour; one internet connection can download 10 zips an hour across all links. Past that, the person sees "Too many downloads" and can try again later. If a link is being downloaded far more than the work needs, revoke it.
  • Pleno keeps only a fingerprint of each link, so it can show you the link once, when you create it. If it's lost, revoke it and share again.
  • Deleting or unlinking a file that's in a live link asks you first and lists the links it would leave.
  • A link made with Share files… is pasted into your own email. To have Pleno send it, use Request quote: each contractor's link goes in the message to them.
  • A link scanner in the contractor's email (such as Microsoft Safe Links) may open the link before they do. With the email check on, that never counts as a view. With it off, a view counts on the first tap or scroll on the page, which most scanners don't do, but some may.