Every sale comes with paperwork that buyers, solicitors and conveyancers need to see. That usually means contracts, building reports and pest inspections going out as email attachments, versions getting mixed up and the same questions coming back to your team. Document Space in iDashboard gives everyone one clear place to find a property’s documents, while your agency stays in control of what is shared, who can see it and for how long.
What is Document Space?
Document Space is an online hub for sharing documents about a property. Buyers, solicitors and other contacts can view and download the documents you choose to share, such as contracts, agreements, building reports and pest inspections, all from one simple page.
It sits within each property’s Attachments area in iDashboard, so there’s no separate system to learn or files to upload twice.
You choose what’s shared
Upload files through Attachments as you normally would, then include or exclude each one from Document Space. The Included Documents window lets you quickly update what appears, and your changes are saved automatically.
Documents can be organised by agency-managed types such as Contract, Agreement or Building Report, so contacts can see straight away what each file is.
Sharing permissions are kept separate, too. A document can appear in Document Space without also being public on your website or shared with trust auditors. Each permission is set on its own, so sharing a contract with a buyer’s solicitor never makes it visible anywhere else.
Invite individual contacts
Each invited contact receives an email with their own property-specific access link. You decide how long that access lasts: invitations default to 90 days, and can be set for up to 365 days.
For extra protection, you can require email verification. Invited contacts are asked to enter a one-time code sent to their email address before they can see any documents. Verified access lasts two hours before they need to verify again.
Stay across every invitation
From the property, you can see each invitation’s status, who created it, when it was created and when the contact last accessed the space. Invitations can be resent or revoked at any time, so access ends as soon as it’s no longer needed.
A full audit trail records invitation activity, access attempts, email verification outcomes and individual document downloads. If you ever need to confirm whether a buyer opened the building report, the answer is right there.
An optional public link
Sometimes you simply want documents available to anyone who’s interested, for example when a property is attracting plenty of buyer interest. For those properties, you can enable a public link that lets anyone with the link view and download the included documents, without an invitation or email verification.
Public access can be turned off at any time, and the link stops working straight away. If you enable it again, a new link is generated, so the old one stays invalid.
While public access is enabled, the property merge field {{ property.document_space_url }} supplies the link in your merge templates. That makes it easy to include in emails and other communications without copying and pasting.
See what your contacts will see
Before you share anything, staff can open Preview Space to see exactly how the documents will appear. Contacts see a simple, uncluttered portal showing the property address, document names, filenames, types, sizes and download buttons, followed by your agency’s contact information.
Why it matters for your agency
- One clear place for documents. Buyers and solicitors always know where to find the latest files, rather than searching through old emails.
- Less admin. Fewer attachments to send, resend and chase up.
- Control over access. You decide what’s shared, who can see it and for how long, and you can revoke access at any time.
- Clear visibility. The audit trail shows who accessed the space and which documents were downloaded.
- Security built in. Individual access links, optional email verification and expiry dates help keep sensitive property documents protected.
Getting started
Document Space is a great and secure alternative to the eTable features found in other real estate CRM products, and because it’s built into iDashboard, it works alongside the attachments, contacts and merge templates your team already uses. To get started, open a property’s Attachments area, include the documents you’d like to share and use Preview Space to check how they look before inviting your first contact. If you have any questions, our support team is here to help on 1800 432 742.
