How to share links with your team so they are still findable in March

The life of a link posted in chat

Day one, someone posts the link to the new brand kit. Good link, right channel, four thumbs-up. Day three, someone pins it, which is the closest thing chat has to filing.

Week five, two more pins have been added and the brand kit is now third in a list nobody reads. Week nine, a new designer asks for the brand kit. A helpful colleague searches their own history, finds the first version of the folder from before the rebrand, and posts that. Now two links exist. Half the team is on the wrong one and there is no moment at which anybody finds out. That is not a discipline problem. Chat is a transcript, and a transcript is the wrong shape for a fact that has to stay true.

Share to a place, not to a moment

A board is an address. The brand kit link sits in the Brand category of the Marketing board, and when the folder moves, one person changes one link and the whole team is corrected at once. Nobody reposts, because there is nothing to repost.

If you would ever have to send a link twice, it belongs on a board.Chat is still the right tool for a link that is genuinely about this moment — here is the doc for the meeting starting now. It is the wrong tool for anything with a second use.

How sharing works, step by step

The whole flow takes a couple of minutes, and the saving part is fast enough that people keep doing it.

• Create a board and add categories — Tools, Templates, Clients — with one level of subcategories if a category gets long.
• Save links with the keyboard shortcut, the right-click menu, or the extension popup. Optional star capture files anything you bookmark with the browser star onto a private Unsorted board, so nothing goes missing while you are busy.
• Share the board with a person or a group. Groups are the reason this scales: add someone to Sales once, and they get everything Sales has.
• Set the role. Editors add and reorganize; a view-only cap means look but do not touch.
• Give a lead the Can share right so they can pass their board on to their own people without asking an admin.
• Mark company-wide boards as required, and they appear on every member's new tab and cannot be removed.

Roles, and why the extension matters

View-only is only real if it holds everywhere. A permission that applies in the web app but not in the browser extension is theater, because the extension is where people actually save and click during the day. In Linksley a per-person view-only cap is enforced in both, so a contractor with read access on the Ops board sees the same board an editor sees and cannot change it from either surface.

The Can share delegation solves the other half. Without it, every access request goes through one admin, that admin becomes a queue, and people route around the queue by pasting links into chat again. With it, a team lead owns their own board's membership and the admin only handles the workspace.

The honest limit

If your team is four people and the shared links number about five, chat is fine and a board is overhead. This starts paying at the point where somebody new joins, or somebody leaves, or the same question gets asked twice.

Also worth knowing before you commit the team: extensions cover Chrome, Edge, Firefox and Opera but not Safari, and the board experience is desktop-first. Export to bookmarks HTML is on every plan, so nothing you file here is trapped. If you are moving an existing folder structure across, how to share Chrome bookmarks covers the import path.