> ## Documentation Index > Fetch the complete documentation index at: https://support.caleido.io/llms.txt > Use this file to discover all available pages before exploring further. # Share a report with people > Invite people by email to view a report table, set their access and expiry, schedule recurring report emails and see who has opened the report. You can share a report table with people by email, also with people outside Caleido such as your board, investors or your accounting firm. Each invited person gets a personal sign-in link to the report, without a password. You decide what each person sees and how long their access lasts. Sharing a report is different from [sharing a workbook](https://support.caleido.io/guides/workbooks/share-a-workbook.md). A shared workbook is available to everyone in your organization, while a shared report goes only to the people you invite. ## Open the share window **1. Open the report** Open the report table you want to share, on its own or on a workbook tab **2. Open sharing** Click **Actions** in the top bar and select **Sharing…** The share window has three tabs: * **Share**: invite people, change their access and choose who can open the link * **Schedule**: send the report by email on a recurring schedule * **Activity**: see who has opened the report and turn on notifications ## Invite people **1. Add email addresses** On the **Share** tab, type an address in **Invite people by email** and press Enter. Separate several addresses with a comma or semicolon, or paste a list. If an address is not valid, Caleido shows how many addresses need fixing and you can't send until you fix them **2. Check the settings** Caleido shows the settings for the people you are inviting, for example **Can view · Snapshots only · Expires in 3 months**. To change them, click **Settings**. The options are described in [Access settings](#access-settings) **3. Preview the email (optional)** Click **Preview email** to see the invitation. Add a **Message** if you want. Keep **Include a preview image** selected to show an image of the report in the email, as it looks when you send it **4. Send** Click **Invite**, or **Send invite** in the preview. The people you invited appear under **People with access** ## Access settings You choose the settings for new invitees with **Settings** before you send. After that, you can change them for each person: under **People with access**, click the role next to the person's name. * **Role**: **Can view** or **Can comment**. People who can comment can add comments to the report * **Access type**: **Snapshot** shows the numbers as at the time of sending. **Live numbers** always shows the latest numbers * **Drill-down visibility**: **All levels** shows every row of the report. **First row only** shows only the top-level rows * **Access expires**: **In 1 month**, **In 3 months**, **Never** or a **Custom date** in the format d.m.yyyy New invitees get **Can view**, **Snapshot**, **All levels** and an expiry of 3 months unless you change them. Caleido saves each change to a person's access straight away. To stop sharing with someone, open their settings and select **Remove access**, then confirm with **Remove**. If the person receives scheduled emails, they are also removed from those. If you only switch a person from **Live numbers** back to **Snapshot**, they can no longer open the live link. ## Choose who can open the link Under **General settings**, **Access** decides how the report link works: * **Invited people only**: each person you invite gets a personal sign-in link by email. This is the default * **Anyone with the link**: anyone who has the link can open the report after typing their email address. Caleido does not verify the address. For this option, you can also choose when the link expires (**In 1 month**, **In 3 months** or **In 12 months**) and whether it shows a **Snapshot** or **Live numbers** Click **Copy link** to copy the report link to your clipboard. To stop a public link, open **Access** and select **Remove public link**, or switch back to **Invited people only**, and confirm with **Remove**. Everyone who has the link loses access. People you invited by email keep their access. ## What invited people see Each invited person gets an email with the headline that you shared a report with them, your optional message and, if you included it, a preview image of the report. The email contains a personal sign-in link. They don't need a Caleido account or a password. The link opens the report in the browser. People with **Can comment** see a **Comments** section below the report where they can add, edit and delete their own comments. The report can only be opened through the personal sign-in link. If a sign-in link has expired, the person enters their email address and Caleido sends a new link if the address was invited. People who also use Caleido can click **Open in Caleido** to see the report in the app. ## Schedule report emails A schedule sends the report automatically to people who already have access. To add someone who doesn't have access yet, invite them on the **Share** tab first. ### Create a schedule **1. Open the schedules** Click the **Schedule** tab, or click **Schedule emails** under **General settings** on the **Share** tab **2. Start a new schedule** Click **New schedule**. Everyone you have invited is added under **Recipients**. Remove anyone who shouldn't get the email, or type a name to add people with access **3. Set the recurrence** Under **Recurrence**, choose **Monthly**, **Weekly** or **Daily**. For a monthly email, choose a day from the 1st to the 28th, or the last day of the month. For a weekly email, choose the day of the week. Then choose a time between 06:00 and 20:00. Times are in your own time zone, and Caleido shows when the first email is sent **4. Choose the type** Under **Type**, choose what the email contains: * **Live numbers**: a link that always shows the latest numbers * **Snapshot**: a link to the numbers as at the time of sending * **PDF**: a PDF with the numbers at the time of sending **5. Save** Click **Create schedule** **Live numbers** can only be sent to people whose access type includes **Live numbers**. If a recipient doesn't have it, Caleido tells you who, and you can change their access on the **Share** tab. If a schedule with the same recurrence and type already exists, Caleido adds the recipients to that schedule instead of creating a new one. ### Edit or delete a schedule The **Schedule** tab lists your **Scheduled emails**, soonest first. Click a schedule to open it. * To change it, add or remove recipients, change the recurrence or the type, and click **Save changes** * To delete it, click **Delete** and confirm. Recipients keep their access to the report ## Follow activity The **Activity** tab shows how the report has been received. A number on the tab shows how many invited people haven't opened the report yet. * **Opened by**: how many of the invited people have opened the report * **Views**: how many times the report has been opened in total * **Last opened**: when the report was last opened, and by whom * **Who opened it**: each person with the number of times they have opened the report and when they last did, or the date they were invited if they haven't opened it yet Under **Notifications**, turn on **Email me when someone opens it** to get an email when someone opens the report. Caleido sends at most one email per person per day. ## Related pages > [card] [Share a workbook](https://support.caleido.io/guides/workbooks/share-a-workbook.md) > > Make a workbook available to everyone in your organization. > [card] [Export a report](https://support.caleido.io/guides/reporting/export-a-report.md) > > Export a report to Excel, CSV, PDF or PNG. 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