Share Brand Profiles
Share a Brand Profile with your whole team so teammates can use it, while you stay its only editor.
ForKnowledge owners and shared recipients
On this page6 sections
Sharing a Brand Profile lets everyone in your workspace use the same brand guidance in their own projects, so the whole team writes from one source. You stay the owner: teammates can view and use the profile, but only you can change or delete it.
Who can share
| You are | You can |
|---|---|
| The person who created the profile, on the Business plan or above | Share it with the whole team and make it private again |
| The person who created the profile, on a plan without sharing | Keep it private. Trying to share shows Business required |
| Anyone else in the workspace | View and use profiles shared with you |
Brand Profiles have two settings for who can use them, and nothing in between:
- Only you: nobody else in your workspace can see it. Every new Brand Profile starts here.
- Whole team: everyone in your workspace can use it in their projects. Only you can change it.
You can't share with individual people or give teammates permission to edit.
Share a Brand Profile
From the profile:
- Open Knowledge, then Brand profiles, and open a profile you created.
- In the header, select Only you. A panel opens: Who can use this profile.
- Select Whole team.
The button changes to Shared with team, and Yori confirms that the profile is now shared with your team. As the panel says, projects that already use the profile keep it, whichever you choose.
From the list:
- Open the row's menu (the three dots).
- Select Share with team.
Yori confirms the change with Undo. In the list, the Who can use it column now says Whole team.
You can't change who can use a profile while Yori is building it. Wait until it finishes.
If sharing isn't in your plan
On plans without shared Brand Profiles, selecting the button in the header, or Share with team in the row menu, opens Business required with an upgrade message. Select View plans to compare plans, or Close. See Plans and features.
Make a Brand Profile private again
- Open the shared profile and select Shared with team, then choose Only you. Or open its row menu in the list and select Make private.
- Yori confirms that the profile is now private.
Teammates can no longer open it or pick it for new work. If a teammate had it as a default, their Project defaults window tells them a saved default is no longer available. Making a profile private works on any plan.
If the change doesn't go through, you'll see Visibility not updated on the profile, or Sharing not changed in the list. Try again.
Use a Brand Profile shared with you
Profiles shared with you appear in your Brand profiles list. Select Shared with me to see only those. Each row shows Whole team and Created by with the owner's name.
When you open a shared profile:
- The header shows View only, and the line under the name says Shared by and the owner's name.
- The Details panel notes that only the owner can change it.
- You can read every section of the profile and open each field's sources.
- You can open Version history but can't restore a version.
- Edit, Rebuild from website, Use in new projects and Delete don't appear on the profile.
To use it in your work:
- In a project: choose it under Brand Profiles in the project's Project context panel.
- As a default: select Use in new projects in its row menu in the list, or add it in Project defaults, which you open with Configure in the same control.
See Project context and defaults.
If you need a version you can change, ask the owner to update it, or create your own Brand Profile for the same business.
Good to know
- Sharing doesn't share your projects, chats, Audiences or Rules. Each is controlled separately.
- Sharing never transfers ownership. If the owner deletes the profile, it disappears for everyone.
- Sharing is limited to people in the same organisation and workspace.