Availability: Business* and Enterprise**

* Business users can create unlimited rooms, but publish a maximum of three.

**Enterprise users can create and publish an unlimited number of rooms.

Rooms are unavailable for users with pandadoc.eu accounts.

Rooms allow you to create a secure collaboration space — a central hub for organizing resources, sharing documents, and collaborating and negotiating with buyers.

Watch an overview video:

You can create a room template to use repeatedly.

To start, select Rooms on the right panel, then select Templates > +Template at the top left.

To change the room’s template name, replace “New room” on the left panel with the room name you’d like to use.

Every room consists of a home and two extensions:

You’re always able to change extension names and their order.

You can use one of the default action items in a template, or select +Task to add a new one. Learn more about tasks here.

Select Documents and files and add files, PandaDoc templates, or links you’d like to include in a room template.

To delete content from the room template, hover over an item and select the vertical ellipsis (three dots) on the far right, then select Remove from template.

Any user on your account can create rooms. Any account member can also view existing rooms created by other users, but they will be unable to view documents unless they’re a document participant.

Select Rooms on the left navigation panel, +Room at the top left, then one of your room templates or +Blank to create a room from scratch.

Alternatively, select Templates, click on the template you’ve created, then select Use this template to create a room.

Once you create a room, a new document folder will appear in your document list. All documents you upload to the room will automatically move to this folder.

To change a room’s name, select “New room” in the top left corner, add the name you’d like to use, then select “Enter.”

You can give the room a more personalized touch by uploading a logo image and adding a brief description to display in the room.

You can easily convert a room to a room template for future use. Simply open a published or unpublished room, select the vertical ellipsis (three dots) at the top right, and select Convert to template from the dropdown menu.

Users with a Member or custom role who don’t have permission to create room templates will be unable to convert a room to a template.

After selecting Convert to template, you'll be directed to the newly created template, which will have the same name as the original room.

Documents within a room that have been created from scratch will be automatically converted to templates.

After you’ve added all necessary content, select Publish at the top right to share the room with all members.

Once you confirm the action by selecting Publish, all room members will receive an email that includes a link to the room. The status of the room will be changed to "Published," and any PandaDoc documents in draft status with access level set to "Signers only" or "All in the room" will be automatically sent to their respective recipients.

Before sharing the room via a link, ensure that the correct content is marked as 'visible to all room members'.

Once you've published your room, you can share the link to it with room members via your preferred messenger app or text (SMS).

To get the link to the room, select Copy link in the top right, or select Members at the bottom left > Copy link.

When users open the room using the shared link, they'll enter preview mode. This mode enables them to view content marked as 'visible to all room members.' To sign a document or access restricted content, users must select Log in and verify their access via email.

To no longer share a room with room members, open a published room and select Unpublish at the top right. Once you unpublish the room, room members will be unable to access it.

A deleted room cannot be restored.

Hover over on the far right of a room, then select the vertical ellipsis (three dots) > Delete.

To delete multiple rooms, select the area left of their name, then select Delete at the top right.

As a room creator (owner), you will receive email notifications about activity in the room. These notifications include the following:

You can manage room notifications at any time by selecting “Rooms” on the left navigation panel, then the gear icon at lower left. Next, uncheck/check the notifications you’d like to disable/enable, then finally select Save.

You can add and edit tasks and content to your room after you’ve published it.

Home is what room members first see when they open an invitation to join. To customize your room’s home, start by navigating to “Home” on the left panel. Next, select Edit Page and use content blocks such as text, image, video, and table to design the page. You can also include a welcome message, add instructions, and even embed a video or image. Tailor your room's home to make it inviting and informative for all members.

If your room’s home is empty with no blocks, the tab will not be visible.

An action plan allows you to guide your stakeholders through complex deals that may involve document preparation, due diligence, and timeline management, all from a single space.

If no tasks have been created in the room, the Action plan tab will not be visible to members.
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To create a task, select +Task and start typing in the “Task name” field.

Next, hover over the task and select Details to Assign, Set due date, and Attach files to the task.

A task can be assigned to:

The task’s due date:

Hover over a task, select Details, edit the task, then close the Details panel.

Hover over a task and select Delete.

Select Documents and files, then Add item/+Add > Folder from the dropdown menu.

Name the new folder and select Save.

Click Add item/+Add and select Create document from the dropdown menu to add a new document. Alternatively, you can also create a document from an existing template. Once you have selected a template or chosen Blank document to create a document from scratch, continue by renaming the document, assigning recipients, and selecting Continue.

Document recipients will automatically be added as room members, however, they will only gain access to the room if it is in “Published” status.

You can select some of your previously created documents by clicking Add item or Add > Add document.

To find an existing document, use the search bar to locate the desired file, select it, and click on the Add item button to include it.

When you publish the room, participants will only see the document in “Sent” status.

You can easily send a draft document by hovering over it in the room and selecting Send.

Once you add your documents they’ll have “Signers” access level by default, which means that when you invite members and publish the room, only document signers will be able to view them.

You can upload any file to your room, with a maximum file size limit of 2GB.

To upload a file to a room select Add > Upload file.

Adding a public link to a room allows you to easily share various types of content, such as videos, calendars, marketing presentations, and more. This enables members to easily access and engage with your content within your shared room.

You can add any link to a document by selecting Add item or +Add > Link.

A user will be able to open a link and interact with it without leaving the room.

Access levels in rooms allow you to control the visibility of folders, documents, and other content items for each invited member.

Folder access levels control who has access to specific folders and subfolders within a room.

You can choose from three access levels:

For PandaDoc documents, you can choose from access levels such as “Signers,” “All members,” and “Internal members.”

For other content types such as uploaded files and links, available access levels include “All room members” and “No one.”

In an unpublished room, select +Invite at the top right or Members at the bottom left, then type a member’s name or email address in the “Members” field.

In a published room, select +Invite at the top right or Members at the bottom left, type a member’s name or email address in the “Members” field, then select the member from the dropdown menu. For a new contact, select Add member from the dropdown menu, type a message for the email invitation, then select Publish.

If you need to resend an invitation, select Members at the bottom left, then the member, then finally select Resend Invitation.

Navigate to Members at the bottom left corner, select the name of the member you’d like to remove, then select Delete member.

Whenever you delete a member, they will not be automatically removed as a recipient of any documents stored in a room.

To adjust a member’s permission settings, select Members at the bottom left, then the member's name. Under “Member settings,” you'll find two permissions: “Can invite members” and “Can add content.”

Once your document participant opens the invitation to join the room for the first time, the room’s creator (owner) will receive an email notification.

The participant will be sent to the room’s home once they select Join room.

If the participant is a signer on a document, they will see Sign now at the top of the page. Once they select Sign documents, they will be prompted to view and fill out each document individually.

Each document can be signed independently, eliminating the all-or-nothing approach typically associated with bundles.

You can easily view document information without opening the document. To do this, hover over a document name and select Document info to view analytics and latest activity.

Audit trail is a record of all actions performed in a room, including who performed an action, when it was performed, and what the action was. This information can be used to track user activity, troubleshoot problems, and ensure compliance with organizational policies.

To view the audit trail for a room, select the Audit trail tab in the room's sidebar. The audit trail will show all actions performed in the room in chronological order.

Be sure to connect your PandaDoc workspace with your HubSpot account. For more information, go here.

You can create a room from within HubSpot. Open a Deal, Company, or Contact entity, then find the PandaDoc Rooms section on the right panel. From this section, select Create Room.

You can also link and unlink a room to a HubSpot deal from the right slider.