Sharing with your organisation
Ultrathink is private by default: every entry you save is visible only to you. If you belong to an organisation, you can share work entries with its members, one entry at a time.
This page covers organisations, what sharing does, and what your colleagues can and cannot do with what you share.
Organisations
An organisation is a group of Ultrathink accounts, such as a team or a company. Each member has a role:
| Role | Shown as |
|---|---|
| Owner | Owner |
| Admin | Admin |
| Member | Member |
To see your organisation, open Settings > Account. The Organisation section shows its name, your role and every member by name, with their email and role.
Joining an organisation
You join an organisation with an invite code when you create your account:
- On the sign-up page, click Have an organisation invite code?
- Type the code you were given
- Finish signing up as usual
Invite codes are made by Ultrathink. If your team wants an organisation, email me@cmw.email.
Sharing an entry
Only entries marked Work can be shared. To share one:
- Open the entry in the detail panel
- Check that Category says Work. If it does not, change it to Work first
- Click Visibility, which says Private
- Click Share with your organisation
Visibility now says Shared. To stop sharing, click it and choose Private.
On a personal entry, or one with no category, Visibility stays at Private and cannot be changed. Point at it and it says why.
Changing a shared entry to personal
If you change the category of a shared entry to Personal or None, Ultrathink makes it private at the same time. Shared entries are always work entries.
Keeping everything private
If you never want to share by mistake, turn on Keep entries private in Settings > Detail panel. It hides the share option in the detail panel. Entries you have already shared stay shared until you make them private.
What your colleagues see
An entry you share appears for every member of your organisation:
- in their lists, tables and boards, with a small shared icon
- in their filters and in the search bar at the top
- in their AI search answers, alongside their own entries (AI search is a Pro feature)
When they open it, the detail panel says Read-only. They can read everything on it, including its notes, summary and comments, and follow its links.
What only you can do
Only the entry’s owner can change it. Your colleagues cannot:
- edit the title, notes, topics, people, status or due date
- add or edit comments
- move its card on the board
- delete it
On the Tasks board, a colleague’s shared task shows with its own icon and cannot be dragged.
When you select several entries to delete them, any that belong to someone else are left alone.
Sharing through the API
Pro users who use the API or the MCP server can read entries shared with their organisation, as well as their own. Only the owner can change them.
Good habits
- Share the finished thing. Notes, decisions and useful links help a team most.
- Mark client work as Work. The work and personal hints in Settings > Entities help the AI get this right first time. See Projects, knowledge and stars.
- Check before you share. Everything on the entry is visible to every member, including your notes and its AI summary.