By default, every file you upload is visible to anyone on the tour who has the View documents permission. Document Visibility lets you narrow that down file by file — useful for settlements, contracts, or anything not everyone should see.
The Visibility Indicator
Each file in the documents list shows its current state:
- Everyone — visible to all members with document access.
- Restricted — visible only to the people and groups you selected. A closed-eye icon marks these files.
Restrict a File
Open Set Visibility
Find the file in the documents list and choose Set Visibility from its actions.
Choose who can see it
Search for and select individual members or groups. Only the people you pick — plus tour managers — will see the file.
Save
The file switches to Restricted immediately.
Remove the Restriction
Open Set Visibility again and clear all selections, or choose the reset option. The file returns to Everyone.
Restricting a file does not retroactively hide it from someone who already downloaded a copy. Set visibility before sharing sensitive files, not after.
Who Can Change Visibility
You need the Edit documents permission to change a file’s visibility. Members who can only view documents cannot see or change these controls.
Notes
- Restricted files are hidden from the documents list, search, and day-sheet attachments for members who are not on the list.
- Group-based restrictions follow the group’s membership — add someone to the group and they gain access to every file shared with it.