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You control exactly who sees your Caplia Passport and your data room, and at what level. Everything on this page happens in one place: the sharing hub at /account/sharing.

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Where sharing lives

Sharing is not in the left sidebar. Three ways to reach it:
  • Click Share in the top bar (any dashboard page).
  • Click your name in the top-right corner, then Sharing.
  • On mobile, open the More menu and tap Sharing.
The hub has four tabs: Share Links, Access Control, Requests and NDA. On a phone the same four appear as chips reading Links, Access, Requests and NDA. It opens on Requests when you have pending investor requests, otherwise on Share Links. Email and notification links can deep-link straight to a tab, for example /account/sharing?tab=access-control.
Sharing your Passport is a paid feature (Caplia Passport Sharing, on the Raise plan). Without it, the hub shows an upgrade card with a View Pricing Plans button instead of the tabs. See billing.

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The three ways access happens

A share link never grants data room access on its own. Data room access is always something you grant per investor. A share link is a URL you can send anywhere. To create one, go to the Share Links tab and click Create Link (on mobile, Create Share Link). You can also click Share Passport on the Caplia Passport page, which opens the same dialogue.
1

Name the link

Link Name (optional) is a private label, for example “Demo Day - January 2026”. It is only for you.
2

Set the gate

Require Password, Require Email and Require Name are all on by default. With Require Password on you must type a password before the create button will work.
3

Set an expiry

Set Expiry is on by default and pre-filled with a date one month ahead. Turn it off for a link that never expires.
4

Create and paste

Click Create Link. The URL is copied to your clipboard automatically and you see a confirmation screen. Paste it into your email or message.
Links point at Caplia’s Venture Portal, in the form https://venture.caplia.ai/share/<token>. There is no custom-domain or own-branding option for share links in the Founder Portal.
Creating a share link also marks your current pitch deck as visible to investors, if it was not already. Everything else in your data room keeps whatever visibility you set on it.
Links are grouped into Active Links and Inactive Links, with columns for expiry, views and last activity. Click a row for Share Link Details. The menu on each row gives you:
  • Copy Link, plus Show Password and Copy Password for password-protected links.
  • View Activity: the names and emails of everyone who opened the link, with timestamps.
  • Deactivate or Activate.
  • Delete Link. Deleting is permanent after roughly seven seconds, during which the toast offers an undo.
Deactivating or deleting a link stops new visitors. Investors who already opened it keep their Passport access, because opening the link created an access record for them. To remove them, revoke that record in Access Control.

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Access control

The Access Control tab lists the investors who currently have access, plus anyone holding a pending invitation. Records are grouped into Active Access, Pending Invitations and Revoked Access (collapsed), and you can search by email or name. Each row shows how the investor got in (via link, via request, or invited), their NDA status, when they were last active, and their view count. You cannot start an investor invitation from this screen. Investors arrive by opening a share link or by requesting access, and you set their level here afterwards. The access badge on each row is a dropdown. The badge itself reads either Passport or Full Access, and its menu offers two options:
  • Passport Only: pitch deck, company overview, team information and key metrics.
  • Full Access: everything above plus the documents in your data room that you have switched on for investors.

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Upgrading someone to the data room

Click the access badge and choose Full Access. The same choice is called Full Data Room if you go via Change Access in the row menu. Either route opens the Upgrade to Full Data Room Access dialogue, which has one decision in it: Require NDA before granting access.
  • NDA off: click Grant Full Access and the upgrade is immediate.
  • NDA on: choose Use company default NDA or Upload custom NDA for this investor, then click Send NDA & Upgrade. Caplia sends the NDA through Zoho Sign.
With an NDA in play, access is not granted the moment they sign. Their row shows an amber banner reading “NDA signed - awaiting your approval for full dataroom access” and you finish the upgrade with Grant Access. You can open or download the signed copy later with View Signed NDA.

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Revoking and other row actions

  • Revoke Access removes an active investor’s access immediately. On a pending record the same item reads Cancel Invitation.
  • Copy Invite Link copies a pending investor’s invitation URL. Resend Invitation does the same thing: it copies that same URL rather than sending an email. Both actions only put a link on your clipboard, so you send it yourself.
  • Send NDA appears when an NDA is required for that investor but none has gone out yet, for example when an earlier send failed. It sends the NDA through Zoho Sign and the row’s NDA status becomes pending. Once an NDA is out for signature the item disappears from the menu.
  • View Activity opens that investor’s full log: profile views, document views and downloads, with dates.
Revoking deletes the access record, so the investor disappears from the list altogether rather than moving into Revoked Access. An empty list after a revoke means it worked. Revoking also does not delete anything an investor already downloaded. Treat downloads as final.

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Requests

Investors who find you on Caplia can request access. Pending requests raise a count badge on the Requests tab, and you get a notification. Each request shows the investor’s name, email, organisation and message.
  • Approve opens a choice of Profile Access or Full Data Room. Choosing the data room opens the same NDA dialogue as an upgrade.
  • If they already have Passport access, the button reads Grant Data Room instead.
  • Reject declines the request and sends the investor a polite rejection email automatically.

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NDA defaults

The NDA tab holds one reusable NDA template for your company.
  1. Upload a PDF. It must be a PDF and under 10MB.
  2. The field placement editor opens. Drag investor fields (signature, date, name, company, job title, address) onto the pages.
  3. You must place at least an investor signature field, otherwise the template counts as unconfigured. Click Save Fields.
Afterwards you can use Preview to page through the document, Replace to swap the PDF, and the field button to adjust the layout. That button reads Place Fields until you have saved an investor signature field, and Edit Fields after that. Replacing clears every field you had placed, so you have to place them again. Only company admins can upload or change the NDA template. Other team members see a “Company Admins only can update NDA” error. See team for roles.

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Connected programmes

If you have joined an accelerator or programme through Caplia, a Connected programmes card appears above the investor list in Access Control. It shows which organisations can see your company profile in their deal pipeline. This is org-level, profile-only visibility, it is separate from individual investor access, and it cannot be changed from this screen. See link your passport.

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Is my Passport live?

Two different checks, and they answer different questions:
  • Open Preview on the Caplia Passport page opens your Passport in the Venture Portal in a new tab. This shows you what investors see, but it uses a temporary preview token, so it does not prove your share link works.
  • To test the link itself, copy it from Share Links and open it in a private or incognito window. You will hit the same gate an investor hits, including the password, so you see exactly what they see.
Always test in a private window. That way you go through the same email, name and password requirements you set on the link, with no existing browser session in play.
You will also get notifications reading “Your share link was opened” and “Your Passport was viewed”, which open Passport Analytics in the sidebar for the fuller view of who is engaging.

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Troubleshooting

This is expected. After signing, their row shows “NDA signed - awaiting your approval for full dataroom access”. Open Access Control and click Grant Access to complete the upgrade.
Three causes, in order of likelihood: the file is not a PDF, the file is over 10MB, or you are not a company admin. Only company admins can change the NDA template.
Uploading the PDF is only half the setup. Open the NDA tab, place at least an investor signature field on the document and click Save Fields. Until you do, you can still pick Use company default NDA when granting access, but it carries a Not configured badge, the dialogue shows a “Company NDA not configured” warning, and Send NDA & Upgrade stays greyed out. Uploading a custom NDA for that one investor is the other way through.
Full data room access shows only the documents you have switched on for investors. In the data room, each document row carries an investor-visibility switch in its own column on the right, and your current pitch deck shows a locked switch captioned Always visible. That column is hidden on phone-sized screens, so set visibility from a desktop browser. The wording Visible to investors or File not shared only appears beside a document that has an investor note, so read the switch rather than hunting for a label. Check that the investor is on Full Access, not Passport, as well.
Your plan does not include Caplia Passport Sharing. Click View Pricing Plans to see the options, or read billing. Passports that were already shared stay hosted and viewable.
There is no undo on a revoke. Send them a new share link, or approve their next access request, and set the level again.
More common problems across the whole portal live in troubleshooting.