Sharing a List is a powerful way to collaborate, present content, and keep everyone aligned - whether you're working with colleagues or external partners. But what exactly happens behind the scenes when you hit 'Share List'?
How sharing a list works
When you click Share List:
A popup window appears
You can:
Select a registered user from your company
Enter an external email address
Add a custom message
An email is sent to the recipient(s), which includes:
A list of programmes
A link to view the full list on your website
What recipients experience
If the recipient is logged in, they’ll see full details based on their permissions
If they are not logged in, they’ll either:
Be prompted to log in
Or see a limited, non-logged-in view
Understanding access & permissions
Not all content behaves the same when shared. What the recipient sees depends on:
Whether content is restricted or public
Whether the recipient is an internal user or external contact
Whether you have permission to grant access
Sharing scenarios explained
Here’s what happens in different situations:
No restricted content
To internal users:
→ All items are included in the emailTo external users:
→ All items are included in the email
Restricted content
To internal user (without permission to grant access):
→ Only unrestricted items are sharedTo internal user (with permission to grant access):
→ You’ll see a confirmation screen
→ You can choose to grant accessIf granted → All items are shared
If not → Only unrestricted items are shared
To external user:
→ Only unrestricted items are shared
Non-public or restricted videos
To internal users:
→ All items are includedTo external users:
→ Only public and unrestricted items are included
Permissions required to grant access
To share restricted content and grant access, you’ll need the appropriate permissions applied to your role:
Share List Permissions
Manage Programmes
Manage Videos
Alternatively, you must be an Admin user.
Tips
Always double-check what content is restricted before sharing
If you need to share restricted items, ensure you have the correct permissions
For external users, expect limited visibility unless content is public
Use clear messaging when sharing to provide context
Sharing a list is more than just sending a link - it’s a controlled way to distribute content based on permissions and access levels. Understanding how restricted content behaves ensures your recipients get the right experience every time.