Sharing prep links with non-members

A lot of the people you want to do prep aren't members of your Gleo workspace — customers ahead of a kick-off, prospects ahead of a workshop, partners ahead of a joint session, internal stakeholders who don't yet have an account. Asking them to sign up just to answer a few questions is a friction wall most won't get past.

Gleo's answer is the public prep URL: a single shareable link that lets anyone complete a session's prep as a guest, with no account required. Their responses come straight back into the session like any member's would.

How it works at a glance

What the recipient sees

When a non-member opens the public prep URL, they don't see Gleo's app chrome — they see the public prep page, themed by the same chain that themes every public surface (see Theme inheritance). The flow:

1. Guest authorisation — they enter a name and email so the facilitator can attribute their responses. No password; no sign-up; no email verification step gating their submission.
2. The prep itself — exactly the same set of tasks a member would complete (text questions, opinion-scale questions, file uploads, embedded videos, etc. — see Pre-work task types).
3. Submission — when they finish, they see a confirmation. They can come back to the same link later to add to or amend their responses.

For the participant, it feels like a polished, branded survey — not "I had to sign up to a tool I've never heard of just to answer four questions."

For the deeper mechanics of how the guest authorisation works, see Authentication for prep.

What the facilitator sees

Guest responses land on the Responses tab alongside member responses, with a few subtle differences:

• Identity — the guest's name and email appear, with a small Guest indicator so you can tell at a glance which responses came from non-members.
• Reactions and comments work for guests, but they tie to the guest session rather than to a real account. If the same person comes back later, they'll be a different guest unless they re-enter the same email.
• Filtering and exporting treat guest responses identically to member responses — they're first-class data.

When to use this vs inviting properly

Situation	Use the public prep URL	Invite as a member
One-off external participant (customer kick-off, prospect workshop)	✓
Recurring internal team that will be in many sessions		✓
Sensitive or confidential prep that must tie to a verified identity		✓
Partner contact who needs to see your responses too		✓
Prospect you don't want to create friction for	✓

The pattern: public link for transient external participants, real membership for ongoing internal use.

Walkthrough

1. 1

   Copy the public prep URL

   Open the session in the planner. In the session header, click Copy public prep URL. Gleo confirms the URL is on your clipboard.

2. 2

   Send it to the recipient

   Email, Slack, calendar invite — whichever channel you'd normally use. The link is self-contained; no other context needed.

3. 3

   Recipient opens the link and authorises as guest

   They land on the guest auth screen, enter a name and email, and click through to the prep. No password, no sign-up.

4. 4

   Recipient submits responses

   Same prep flow as a member. They can come back to the link to amend their responses up until the session.

5. 5

   Facilitator reviews on the Responses tab

   Open the Responses tab. Guest responses appear with their name, email, and a Guest indicator. Filter, comment, and react as you would for any other response.

Tips & pitfalls

Related pages