The BDM Universal API provides two powerful ways to share access to your data:
Share full module access with team members, employees, or collaborators who have BDM accounts.
Provide secure, limited access to specific documents for customers, vendors, or external parties.
Only module owners can share access. If someone shared a module with you, you cannot re-share it with others.
See who has access to your modules at any time:
John Doe
john@example.com
Alice Smith
alice@example.com
Update a user's role at any time. Click the three-dot menu next to their name and select Change Role.
Remove access immediately by clicking Revoke Access from the user's menu. They'll lose access instantly.
⚠️ Warning: Revoking access is immediate. The user will be logged out of the module and cannot access it anymore.
Guest Access allows you to share specific documents (invoices, purchase orders, payslips, etc.) with people who don't have BDM accounts.
Go to the document you want to share (invoice, purchase order, etc.) and click the Share or Create Guest Link button.
Choose what the recipient can do:
Add extra security layers - see Security Options below.
Choose to send the link via email automatically, or copy it to share manually.
Add multiple layers of security to guest access links for sensitive documents.
Require a password to view the document. Share the password separately (phone, SMS, etc.).
When to use: For financial documents, contracts, or sensitive data.
Send a 6-digit code to the recipient's email. They must enter it to access the document.
When to use: To confirm recipient's email address is valid.
Limit how many times the document can be viewed or downloaded.
When to use: For time-sensitive or promotional content.
Set when the link should stop working. Access is automatically revoked after this date.
When to use: For temporary access or time-bound documents.
Only allow access from specific IP addresses. Perfect for office-only access.
When to use: For highly sensitive documents requiring office access only.
💡 Tip: You can combine multiple security options for maximum protection. For example: password + verification code + expiration date.
Track every action taken on your guest access links:
Document viewed
October 27, 2025 at 10:30 AM • IP: 41.86.xxx.xxx • Cape Town, ZA
PDF downloaded
October 27, 2025 at 10:32 AM • IP: 41.86.xxx.xxx • Cape Town, ZA
Email opened
October 27, 2025 at 10:15 AM
See at a glance how your guest links are being used:
Total Views
7 / 10
Downloads
2 / 3
Last Accessed
2 hours ago
Scenario: You need to send an invoice to a customer for payment.
Setup:
Scenario: Monthly payslips need to be securely shared with employees.
Setup:
Scenario: Send purchase order to supplier for acknowledgment.
Setup:
Scenario: Give external auditor access to specific financial reports.
Setup:
Always Set Expiration Dates
Never create permanent guest links. Set reasonable expiration dates based on document type.
Use Passwords for Sensitive Data
Always protect financial documents, contracts, and personal information with passwords.
Monitor Activity Regularly
Check access logs weekly to ensure there's no suspicious activity.
Revoke When No Longer Needed
Don't wait for expiration. Manually revoke access when the recipient confirms they no longer need it.
Share Passwords Separately
Never send the password in the same email as the guest link. Use phone, SMS, or separate email.
Limit Download Counts
Set reasonable download limits (2-3 times) to prevent excessive sharing.
Use User-to-User Sharing for Team Members
Don't use guest access for internal team members. Share module access instead for better collaboration.
Yes! You can share each module with as many people as you need. Each person gets their own role and permissions.
The guest link will no longer work. Recipients will see a message that the document is no longer available.
Technically yes, but you can limit this with device limits and IP restrictions. Best practice: use password protection for sensitive documents.
Check the Activity Log in the guest access section. You'll see every view, download, and action taken.
Yes! For user-to-user sharing, you can change roles anytime. For guest access, you'll need to revoke and create a new link with updated permissions.
No hard limit, but we recommend keeping active links under 100 for easy management.
Admins can do everything except manage who has access to the module. Managers cannot delete critical records. Both can perform daily operations.