Note:This feature is currently in early access. Please reach out to your Account Manager or Customer Success Manager to inquire about accessing this functionality.
Establish a secure and organized collaboration space for businesses — a central hub for organizing resources, sharing documents, and seamlessly collaborating and negotiating with buyers.
Watch an overview video:
- Room management
- Room notifications
- Content management
- Member management
- Document management
- Audit trail
How to create a room template
You can create a room template to use over and over again in the future.
To start, select “Rooms” on the right panel, then select Templates > +Template at the top left.
To change the room’s template name type the name you need instead of “New room” on the left panel.
Rooms consist of a home page and two extensions:
- Home – is the first place members see when they join the room. Learn how to customize home page here
- Tasks – a simple checklist that can help navigate through a complex deal
- Documents and files – This is the area within your room where you can securely store files, documents, and links in an organized way.
Note:Please keep in mind that you can change the extensions' names and their order.
To create a task just start typing in the ‘Task name’ field and then select Add task. Learn more about tasks here.
Select Documents and files > Add item to add files, PandaDoc templates, or links you’d like to have in the room template.
To delete content from the room template, hover over an item and select three vertical ellipses on the far right, then select Remove from template.
How to create a room
Note:Any user on your account can create rooms. Any account member can also view existing rooms created by other users, but they will be unable to view documents unless they’re document participants.
Click Rooms on the left navigation panel and select +Room at the top right, then select one of your room templates or select +Blank to create a room from scratch.
To change the room’s name click on “New room” in the top left corner next to the “Back” button, type the name you need, and press “Enter”.
Alternatively, select Templates, click on the template you’ve created, and select Use this template to create a room.
Once you create a room, a new document folder will appear in your document list. All documents you upload to the room will automatically move to this folder.
You can give the room a more personalized touch by uploading a logo image and adding a brief description that will be displayed in the room.
How to share a room
Once you’ve added all needed content click Share at the top right to share the room with all room members
You may customize the invitation messages that all room members receive.
Once you confirm the action by clicking on the "Share room" button, all room members will receive an email containing a link to the room. The status of the room will be changed to "Shared," and any PandaDoc documents in draft status with access level set to "Signers only" or "All in the room" will be automatically sent to their respective document recipients.
How to unshare a room
To stop sharing a room with room members open a shared room and select Unshare at the top right.
Once you unshare the room, room members will be unable to access it.
How to delete a room
Warning:There is no way to restore a deleted room.
Hover over on the far right of a room, and select three vertical ellipses > Delete.
To delete multiple rooms, select them on the left to their name, then select Delete at the top right.
As a room creator(owner), you will receive email notifications about the activity in the room. These notifications include the following events:
- Member opened the Room for the first time
- Member opened the Room every subsequent time
- Member added an item (uploads a file, creates a document, etc.)
- Member invited another member
- All Room documents were completed
- Item was previewed
- item was viewed
- Item was downloaded
- Task was assigned
- Task was completed
You can manage room notifications at any point. To do that, select “Rooms” on the left navigation panel and select the gear icon at the lower left corner. Then, uncheck/check the notifications you want to disable/enable and select Save.
Note:You can add and edit both tasks and content in your rooms even after sharing it with members.
The home page is the first thing room members see when they open an invitation to join. To customize your home page, start by navigating to 'Home' on the left panel of the room. Once there, select Edit Page and utilize content blocks such as Text, Image, Video, and Table to design the page. You have the flexibility to include a welcome message, add instructions, and even embed a video or image. Tailor your room's home page to make it inviting and informative for all members.
Note:If the home page is empty with no added blocks, the tab will not be visible.
With tasks, you can effortlessly guide your stakeholders through even the most complex deals, involving document preparation, due diligence, timeline management, etc., all from a single space.
Note:If no tasks have been created in the room, the Tasks tab will not be visible in the public view for end users.
How to create a task
To create a task just start typing in the ‘Task name’ field.
Set an action for the task. By doing so, you can link it with a document or link within the room. Choose Action > Open under the task name, and select the document or link that will be displayed for a room member when they click the Open button next to the task.
Set the task’s due date:
- Due date can be set to none
- Can have a date set in X days after a room is shared
- Or set for a specific date
Assign a task. A task can be assigned to:
- None: In this case, the task will not be visible to anyone and will remain unassigned.
- All room members: In this case, a task is visible to everyone in a room.
- Selected: A task will be assigned to a specific room member within the room.
To finish, select Add task.
How to edit a task
Hover over a task and select the ellipsis at the far right > Edit.
How to delete a task
Hover over a task and select the ellipsis at the far right > Delete.
Documents and files
How to create a folder
Select Documents and files and select Add item/+Add > Folder from the dropdown.
Name a new folder and select Save.
How to create a new document
Click Add item/+Add and select Create document from the dropdown to add a new document from scratch or generate one from an existing template. Once you've selected a template or chosen Blank document to create a document from scratch, proceed to rename the document, assign recipients, and click Continue.
Note:Document recipients will automatically be added as room members, however, they will only gain access to the room if it is in ‘Shared’ status.
How to add an existing document
You can select some of your previously created documents by clicking Add item or Add > Add document.
To find an existing document, use the search bar to locate the desired file, select it, and click on the Add item button to include it.
Note:When you share the room, participants will only see the document in “Sent” status.
Once you add your documents they’ll have “Recipients” access level by default, which means that when you invite members and share the room, only document signers will be able to view them.
How to upload a file
Note:You can upload any file to your room, with a maximum file size limit of 2GB.
To upload a file to a room select Add > Upload file.
How to add a link
Adding a public link to a room allows for the seamless sharing of various types of content, such as YouTube videos, Chili Piper/Calendly calendars, marketing presentations, and more, enabling users to easily access and engage with the relevant information within the room's context.
You can add any link to a document Add item or +Add > Link.
A user will be able to open a link and interact with it without leaving the room.
Access levels in rooms allow you to control the visibility of folders, documents, and other content items for each invited participant.
Folder access levels control who has access to specific folders and subfolders within a room.
You can choose from three access levels:
- All in the room: This level gives everyone in the room access to the folder.
- Selected users: This level allows you to specify specific users who have access to the folder.
- No one: This level prevents anyone from accessing the folder
For PandaDoc documents, you can choose from access levels such as ‘Recipients’, 'All room members', 'Hide from others'.
Other content items
For other content types like uploaded files and links, the access levels available are 'All room members' and 'No-one'.
How to add a member
In an unshared room, select Share at the top right or +Member at the bottom left and start typing the name or email address in the Members field. Select a member from the dropdown or select “Add member” for a new contact.
In a shared room, select Members at the bottom left corner.
Start typing the email address or name in the Members field or select Add member to add a new contact.
After that, you can customize the email invitation message and select Share room.
Resend an invitation
If you need to invite a user to a shared room again, simply select Members at the bottom left, then select the member, and click Resend Invitation.
How to delete a member
Navigate to the Members button at the bottom left corner, then click on the name of the member you want to remove. Finally, click on Delete member.
Note:When you delete a member, they are not automatically removed as recipients of documents stored in a room.
To adjust a member’s permission settings, select Members section at the bottom left, click on the member's name. Under the 'Member settings', you'll find two permissions: 'Can invite members' and 'Can add content.'
- Can invite members. Allows this member to invite new members to this room. Does not allow this member to delete other members or edit other members' settings.
- Can add content. Allows this member to create new folders, upload files, and add links. Does not allow this member to edit, modify, or remove existing content.
How to view and sign documents
Once your document participant opens the invitation to join the room for the first time, the room’s creator (owner) will receive an email notification about that.
The participant will be prompted to the room’s home page, once they click Join room button.
If the participant is a signer on a document they’ll see Sign now button on top of the page. Once they click Sign documents they’ll be prompted to view and fill them out one by one.
Note:Each document can be signed independently, eliminating the 'all or nothing' approach typically associated with bundles.
How to track document info
You can easily view document information without opening the document. Hover over a document and click Document info button to see analytics and the latest actions.
Audit trail is a record of all actions performed in a Room, including who performed an action, when it was performed, and what the action was. This information can be used to track user activity, troubleshoot problems, and ensure compliance with company policies.
To view the audit trail for a Room, click on the Audit trail tab in the Room's sidebar. The audit trail will show all actions performed in the Room, in chronological order.
Preconditions:You should connect your PandaDoc workspace with your HubSpot account. For more information, go here.
You can create a room from within HubSpot.
Open a Deal, Company, or Contact entity and find the PandaDoc Rooms section on the right panel. In the section, select Create Room and create a room as usual.
You can also link and unlink a room to a HubSpot deal from the right slider.