How to Share Projects with Collaborators in Odoo 18: Complete Tutorial
By Braincuber Team
Published on February 27, 2026
Your client just emailed asking for a project status update. Again. That's the 4th email this week. Your PM spends 23 minutes per day copy-pasting task lists into emails because nobody outside your team can see the project board. Meanwhile, the contractor working on deliverables has zero visibility into task priorities. Odoo 18's Share Project feature kills this problem in under 2 minutes. This beginner guide shows you exactly how.
What You'll Learn:
- How to generate a public read-only link for stakeholders
- How to add collaborators with specific access modes
- The difference between Read, Edit with Limited Access, and Edit permissions
- How to send email invitations to collaborators
- How to monitor project followers and subscribers
The 3 Access Modes You Need to Understand
Before you share anything, understand the access levels. Giving your client "Edit" access when they should only have "Read" access is how tasks get accidentally deleted. We've seen it happen 3 times in the last quarter alone.
Read
View tasks and progress only. Zero editing rights. Perfect for clients, executives, or auditors who need visibility without touching anything.
Edit with Limited Access
View and edit only tasks they follow in the Kanban view. Best for contractors who work on specific deliverables but shouldn't see the full project.
Edit (Full)
View and edit all tasks in the Kanban view. Can also choose which tasks to follow. Use this for active team members or embedded external partners.
Public Link
A shareable URL that gives read-only access to anyone with the link. No Odoo account needed. Great for quick status sharing with management.
Step 1: Open the Share Project Dialog
Make sure your project is fully set up first: tasks created, stages defined, workflow configured. Then look for the Share Project button at the top of the project page.
Navigate to Your Project
Open the Project module and select the project you want to share. Ensure tasks and stages are already configured.
Click the Share Project Button
At the top of the project page, click the Share Project button. A pop-up window opens with all sharing options including the Public Link and collaborator settings.
Step 2: Use the Public Link for Read-Only Access
The Public Link is the fastest way to share project visibility. Copy it, paste it into a Slack channel or email, and anyone with the link can see task progress. No Odoo account required. No login prompts. Just instant read-only access.
Copy the Public Link
In the Share Project pop-up, locate the Public Link field. Copy it and share with stakeholders who need view-only access to tasks and progress.
Public Link = Read-Only. Always.
The public link only grants read access. External users can view tasks and progress but cannot edit, create, or delete anything. If stakeholders need edit access, add them as collaborators instead.
Step 3: Add Collaborators with Specific Permissions
For people who need more than read-only access, add them as collaborators. Each collaborator gets their own access mode. This is where precision matters. Give a contractor "Edit" when they should have "Edit with Limited Access," and they'll start reorganizing your entire Kanban board.
Add Collaborators via Add a Line
In the Share Project pop-up, click Add a Line. Select the collaborator (user or contact) and set their Access Mode to Read, Edit with Limited Access, or Edit.
Send Email Invitation
Check the Send Invitation box to email the collaborator their access link automatically. Then click Share Project to finalize.
| Access Mode | Can View Tasks | Can Edit Tasks | Best For |
|---|---|---|---|
| Read | All tasks | No | Clients, executives, auditors |
| Edit with Limited Access | Followed tasks only | Followed tasks only | Contractors, freelancers |
| Edit | All tasks | All tasks + choose followers | Active team members, partners |
Step 4: Monitor Project Followers
After sharing, you need to verify who actually has access. Odoo 18 makes this easy with the follower icon at the bottom-right of the project interface. Click it to see every person subscribed to project updates.
Check the Followers List
Click the follower icon at the bottom-right corner of the project page. Review all collaborators and internal users currently subscribed to notifications. Add any missing stakeholders.
Step 1 = Open Project > Click "Share Project"
Step 2 = Copy Public Link (read-only)
Step 3 = Add Collaborators > Set Access Mode
Step 4 = Check "Send Invitation" > Click Share
Result = Collaborators get instant project access
Review Followers Regularly
People leave projects. Contractors finish their scope. But their access stays active until you remove them. Check the followers list at the end of every sprint or milestone to revoke outdated access.
Frequently Asked Questions
Can external users without an Odoo account view shared projects?
Yes, the Public Link provides read-only access to anyone with the URL. No Odoo login is required.
How do I remove a collaborator's access in Odoo 18?
Open the Share Project pop-up, find the collaborator in the list, and delete their line. Their access is revoked immediately.
What does "Edit with Limited Access" actually limit?
It restricts the collaborator to only view and edit tasks they personally follow in the Kanban view. They cannot see or modify other tasks.
Do collaborators receive notifications about task changes?
Yes, if they are listed as project followers. You can check the follower icon at the bottom-right to see who receives update notifications.
Can I share multiple projects with the same collaborator?
Yes, each project is shared independently. You can add the same collaborator to multiple projects with different access modes per project.
Need Help Setting Up Project Collaboration?
Our Odoo experts configure project sharing, access controls, and notification workflows so your team and stakeholders stay aligned without the email chaos.