Invitations, public links and Shared with me
How people get in, by email or by the public link, and where it all lands.
People get into something you share in two ways. An invitation goes to an email address and lets that address in, with the level you chose. A public link lets anyone who holds it join with Can edit. Whatever they joined shows up under Shared with me in their sidebar.
Inviting by email address
In the share dialog's Collaborators field you type an email address, or pick a person you shared with before. One level applies to everyone in the field, Can edit by default, and Share sends. The people appear in the list under the field at once, greyed while the invitation goes out, then as rows with their email under their name.
If the address already has a Roma account, the person is added the moment you press Share, and the email is a heads-up. If not, the invitation waits and is accepted automatically the first time that address signs in to Roma. Until then the row reads Invited, and you can resend the invitation or remove it. A row whose email could not be sent reads "Invited, email not sent", and Resend invitation goes out at once. Otherwise Resend waits ten minutes between sends.
The invitation email
The email's subject is "Mara invited you to a list on Roma" (or a task, a note or an item). Inside, the heading names the thing, "Mara invited you to the list "Ad spend and data"", followed by "Open it in Roma to read it, chat about it and work on it together." and one button, Open in Roma. The small print says "This invitation was sent to sam@example.com. Sign in with that address to accept it." It comes from Team Roma, and a reply reaches hello@roma.app.
The invitation is bound to the address
An invitation belongs to the address it was sent to. Signed in with a different address, the person is told "This invitation was sent to another address", with the address shown masked and two ways out: Sign out and switch, and Close. A withdrawn invitation reads "This invitation is no longer valid".
Sign in with Apple can hide a person's real address behind a relay address, which does not match the address you invited. The public link is the way in then.
The invitation link opens the Roma app when it is installed. In a browser, signed in, the invitation is a dialog over the person's own workspace, "Mara invited you to a task", and the thing opens once it is accepted. Signed out, the sign-in dialog shows first, and signing in accepts it.
The public link
The public link is the one that lets a stranger in. It is off until you create it. Create public link in the share dialog turns it on and puts the link on your clipboard the moment it exists. A link gives Can edit and nothing else: everyone who joins through it edits and chats, and nobody invites through it. There is no level to choose on a link.
Anyone holding the link can join, whoever forwarded it. Nothing stops a link from being passed on, and links never expire. Disable link sharing stops the link at once and removes everyone who came in through it, while the people you invited keep their access, as stop sharing, or leave something shared with you describes. Creating a link again makes a new address, and old copies stay dead.
A task's or note's public link can be read before signing in, the body and the conversation both. The first action, a click into the title or the body, a keystroke, a press on the status pill, a click into the composer, a reaction or Join, opens Roma's own sign-in card, and signing in joins. A list's public link shows the list's card and Join this list, never the items inside. On a Mac, a link opened from outside Roma offers the Mac app once, "Open in the Roma Mac app?", with Open in Roma, Stay in browser and Remember my choice. On the iPhone the link opens the app, which joins at once.
Copy link is a different thing
Every task, note and list has a link of its own, the address of its page, and Copy link copies it, from the ⋯ menu directly under Share and from the link icon in the header. It grants nothing. It opens for whoever already has access, and everyone else meets a dialog: "You don't have access to this item. It's owned by Mara. Ask them to share it with you." The owner's first name is all a stranger learns. Signed out, the link shows "You're almost there. Sign in to see this item in Roma.", and the sign-in lands on the item. Copying it changes nothing about the share.
Shared with me
Shared with me is the section of your sidebar that follows what is shared with you. It appears the moment you join a list or an item somebody shared, and goes when you leave the last one. Switched off in the sidebar's checklist (in the browser and in the Mac app) or in Settings → Navigation (on the iPhone), it stays hidden, and your next join switches it back on.
It lists the lists and the items somebody shared with you. A list's items sit under the list, never as rows of their own. On the iPhone the lists come first, then the items shared with you, newest edit first. Every row of a shared thing wears a small shared mark at its right edge, under Shared with me and wherever else it is listed.
A list somebody shared with you can live among your own: right-click it under Shared with me (long-press it on the iPhone) and use Move to to put it under Lists or in any section of yours, where it stands with its shared mark. Pin to sidebar puts it in the rail's top block beside Tasks and Automations. This is your sidebar's arrangement alone, the owner's never changes, and it follows you to every device. An item shared with you on its own stays under Shared with me.
Your Tasks page and Tasks tab show your own tasks alone. What somebody shared with you stands under Shared with me, and a list shared with you opens as its own page. In the browser and in the Mac app the Lists page asks one question about the lists shared with you, Show shared with me, with Show and Do not show, showing by default. Shared things never mix into search or your own lists' pages, while Recents remember them and Favorites holds whatever you marked, yours or theirs.
What you are told
When somebody shares something with you, a row lands in Updates, "Mara shared this with you", the moment you are in, and your phone buzzes if the Shared with you switch is on in Settings → Notifications. The owner is told when people join or leave what they shared.
Questions people ask
Does the person need to click the email to get in?
No. If their address already has a Roma account they are in the moment you press Share, and the email is a heads-up. If not, the first time that address signs in to Roma the invitation is accepted on its own, and the thing is waiting under Shared with me.
Can I resend an invitation?
Yes. While the row reads Invited, Resend invitation sits at the foot of the person's level dropdown. It goes out at once when the first email could not be sent, and otherwise waits ten minutes between sends. Remove withdraws the invitation.
What if the person signed in with Apple and hid their email?
Then the address Roma knows for them is a relay address, and an invitation to their real address will not match it. Send them the public link instead: signing in with any account joins them with Can edit.
Can I stop a public link from being passed on?
No. Anyone who holds the link can join, whoever forwarded it. The one way to stop it is Disable link sharing, which stops the link at once and removes everyone who came in through it. Creating a link again gives you a new one.