What's new: folder sharing, sub-teams, and a better shared view

Written by Greg Ives

Creator of Jotboard

Share entire folders with colleagues and teams, organise large groups with nested sub-teams, and find shared content more easily with the new “Shared with me” section.

This update brings some of the most-requested changes to how Jotboard organises shared content, plus a big upgrade to how teams work.

Share entire folders, not just boards

You can now share a whole folder with someone in one go. Open any folder and click Share folder to invite people by email or give access to your whole team. Everyone you add gets automatic access to every board inside — and any boards you add to the folder in the future.

Permissions work at two levels: Viewer (can see and open boards) or Editor (can create boards and subfolders inside the shared folder, and edit boards within it). You can set different permissions for different people, and change or revoke access at any time from the same Share folder dialog.

Subfolders inherit permissions automatically. If you share a top-level “Year 10 Science” folder with your class, they can also access any subfolders inside it without you having to share each one individually. You can also grant additional access at the subfolder level — for example, a “Lab Reports” subfolder that gives a teaching assistant editor access while the rest of the class remains viewers.

A new “Shared with me” section in your dashboard

Your dashboard now has a Shared with me section that collects everything other people have shared with you in one place. Click it from your main boards view to see:

• Folders shared with you — click into them to browse their boards and subfolders, just like your own folders
• Boards shared directly with you (not inside a folder)

Within a shared folder, editors can create new boards and subfolders. Any content created there belongs to the folder’s owner, which keeps things tidy when a teacher shares a class folder with students.

Shared boards no longer appear in your main view

This is the most noticeable change for people who have had boards shared with them.

Previously, any board shared with you would show up alongside your own boards in the main “Recent boards” view. As teams and sharing grew, this became cluttered — your own boards were mixed with boards from colleagues, classes you were part of, and old shares you had forgotten about.

Now, boards that live inside a shared folder stay inside that folder. To access them, go to Shared with me and open the folder. Only boards shared with you directly (not through a folder) appear in the flat “Shared with me” list.

Your own boards — boards you created, and boards you have explicitly added to your own folders — continue to appear exactly as before on your main dashboard.

If you had a board shared with you that you want to keep close to hand, you can add a shortcut to it from the board’s context menu, which pins it to your main view.

Sub-teams: organise large groups into departments or classes

For organisations on the Business or Enterprise plan, you can now create sub-teams inside your main team. Sub-teams are ideal when you want different groups — departments, year groups, subject areas — to have separate membership lists while still being part of the same organisation.

Each sub-team has its own list of members and its own settings page. You can share folders and boards with a sub-team just like you would with your main team. Members of a sub-team automatically inherit access to anything shared with the parent team above them, so you do not need to add the same people twice. A “Science Department” sub-team, for example, would automatically see everything shared with the whole school team, plus anything shared specifically with Science.

Sub-teams can be nested as deeply as you need. The full hierarchy is visible as an org chart on each team’s settings page, with direct links to navigate between teams you are a member of.

Billing is counted at the root team level. Jotboard deduplicates members across the hierarchy, so someone who belongs to both the parent team and a sub-team is only counted once toward your seat count.

Deleting sub-teams

Sub-teams can now be deleted from their settings page. The Danger zone section at the bottom of any sub-team’s settings gives administrators a Delete sub-team button.

Before confirming, you will see a summary of which members will lose access. Deleting a sub-team removes all its members and cleans up any folder or board permissions that referenced it. If the sub-team has its own sub-teams beneath it, you will need to delete those first.

Root teams cannot be deleted through this flow — only sub-teams.

All of these features are available now. Folder sharing and the new shared view are available on all plans. Sub-teams require a Business or Enterprise plan. If you have any questions or feedback, we would love to hear from you.