Managing access to your workspace

1. What granting access actually does

Your workspace is a single storage plan that everyone you add draws on. What it is not is a shared library. Each person you add gets their own PrivoHub Photos library and their own Drive files inside your workspace. You cannot see their photos or files, and they cannot see yours, unless one of you deliberately shares something from inside the app, such as a shared album or a share link.

Vault is never shared. Every PrivoHub account, yours and everyone you grant access to, has its own private Vault that stands apart from any workspace.

There is no limit on how many people you can add, and no per-person fee. A plan is measured in storage, not in seats, so your partner, your parents, your kids and the friends you would trust with a spare key can all live on one subscription. The only number worth watching is the storage itself, because everyone draws on the same pool.

2. Invite someone

Open Portal and click Members in the sidebar, or go straight to privohub.com/portal/members.

Say you want to share your workspace with your partner, Alex.

• Click Invite people.
• Enter their email address, for example alex@example.com, and click Send invite.
• They appear in the members list right away as Pending, and we email them their way in. That becomes Has access once they've signed in for the first time.

If Alex already has a PrivoHub account, that same account now opens into your workspace. If not, the email includes a link to set one up, so there is no separate signup to deal with.

An account belongs to one workspace at a time. If Alex already has a workspace of their own, or a place in someone else's, the invite is refused and you'll see why. They would need to leave that one first, or use a different email address.

3. What happens on their end

Alex signs in, or finishes setting up their account, and lands in your workspace's Photos and Drive with an empty library of their own. Everything they upload counts against your storage plan, so if you are adding several people it is worth keeping an eye on usage in your Portal.

4. Reviewing who has access

The Members page lists everyone with a place in your workspace, with a badge saying where they stand:

• Owner · You. Only the owner can invite or revoke people, change the plan, or delete the workspace.
• Has access. They have signed in at least once and are using their Photos or Drive.
• Pending. They have been invited but have not signed in yet.

5. Revoke access

When someone should no longer reach your workspace, find them on the Members page, click Revoke, and confirm.

• They are signed out within a few minutes and cannot sign back in to this workspace.
• Anything they uploaded stays in the workspace and keeps using your storage. Revoking access does not delete their photos or files, so nothing disappears the moment you remove someone. To clear it out, see the next section.
• Their own PrivoHub account is untouched. Their Vault keeps working exactly as before, and they are free to join another workspace or create their own.
• You can grant them access again later, and nothing about the earlier grant counts against them.

6. Deleting their photos and files

Revoking access ends someone's ability to sign in, but it leaves what they uploaded alone, and that content keeps using your storage. If you want it gone, and the space back, delete their account from inside each app. You are an administrator of both, so you can do this yourself.

• PrivoHub Photos. Open Photos, go to Administration → Users, and delete their account. Their library is queued for removal and cleared about a week later, which gives you a window to change your mind. You can also choose to delete it straight away.
• PrivoHub Drive. Open Drive, go to Admin settings → Users, and delete their account. Their personal space goes with it, along with everything stored in it.

Deleting an account in this way is permanent once it runs. The photos and files are gone, and the storage they were using returns to your plan.

Tips & things to know

• Storage is one shared pool. Check your usage in the Portal before adding people to a nearly full plan. You can upgrade your plan whenever you need more room.
• Content stays private by default. To let someone in your workspace see a photo, album, or Drive file, you still have to share it explicitly from inside Photos or Drive.
• Everyone can bring their own library. Anyone you grant access to can run their own Google Photos or iCloud import into their own library. It counts against your plan's quota like any other upload.
• Members can leave on their own. Alex can leave your workspace from their Portal at any time, for example to create one of their own. It works like a revoke: what they uploaded stays with you and keeps using your storage.

Need a hand?

Email us at support@privohub.com and we will get back to you.