Use a Canvas PIN
Protect a shared canvas with a 4-digit Canvas PIN so people need both access and the PIN before content opens.
A Canvas PIN is a 4-digit entry check for one canvas. Use it when people already have access through an invitation, project membership, or share link, but the content should open only after they receive the PIN.
A Canvas PIN does not grant membership or change anyone's view, comment, or edit permission. Someone needs both a valid access path and the correct PIN.
What a Canvas PIN protects
When a canvas has a PIN, ALLO asks for it before loading the canvas content and editor. Pages, objects, comments, chat, calls, and other collaboration features remain behind that entry screen.
After someone enters the correct PIN, their existing permission still applies. A viewer remains a viewer, a commenter can comment, and an editor can edit.
Workspace and project membership does not inherently bypass the PIN. A browser that already verified the current PIN can reopen the canvas without asking for it again while that verification remains valid.
When to use Private instead
Choose Private when the project team should not inherit access to the canvas. It works well for a draft that is not ready for the project, confidential preparation, or a review limited to a smaller group.
Private canvases can still have direct members and active share links. Invite the intended people directly and review existing links when you narrow access. See Canvas permissions for the full access model.
Use a Canvas PIN when the audience already has access but should enter at a planned time. A class can receive the link early and the PIN when the activity starts. A workshop host can send the PIN through a separate channel. For stronger control, use Private and a Canvas PIN together.
Who can manage a Canvas PIN
To manage a Canvas PIN, you must be able to read the canvas and meet one of these conditions:
- You own the canvas and have edit access.
- You created the canvas and still have edit access.
- You are an active workspace administrator.
- Your education workspace gives instructors this permission.
Owning the project does not automatically grant Canvas PIN management. Edit permission alone is also insufficient.
For older Canvas PINs, the original PIN creator may be allowed to reset a forgotten PIN when they can still read the canvas. That legacy reset path does not grant general PIN management.
Add a Canvas PIN
- Open the canvas and its header menu.
- Choose Manage Canvas PIN.
- Choose Set a canvas PIN.
- Enter a 4-digit PIN and confirm it.
- Share the canvas through Share, then send the PIN to the intended audience.
Manage Canvas PIN in the canvas header menu sets a four-digit PIN.
Change, remove, or reset a Canvas PIN
Open Manage Canvas PIN to change or remove the PIN. Both actions require the current PIN.
Change it when the audience changes or the PIN has spread beyond the intended group. Removing it removes only the entry check.
The current PIN cannot be read from canvas settings. If it is forgotten, an authorized person can use the reset option shown in the workspace. Reset permission is separate from the requirement to enter the PIN.
Changing the PIN does not revoke membership or share links. To end access, review canvas members and active share links.
Share and enter a protected canvas
Set up access first. Invite named people or create a share link with the right permission, then send the PIN. Knowing the PIN alone never grants access.
People with access enter the 4-digit PIN at the protected screen. A wrong PIN keeps them at that screen. Someone without access must sign in with the invited account, complete the guest flow, or receive a valid invitation or share link before the PIN can work.
Guests need a guest-capable link, any required name entry, and the correct PIN.
An incorrect PIN keeps you at the prompt; the correct one opens the canvas.
Troubleshooting
The Canvas PIN option is missing. Confirm that the workspace supports it and that your account meets one of the management conditions above.
The PIN is correct, but the canvas is read-only. The person's existing permission is view-only. Change the permission through Share or the relevant project access settings.
The PIN does not open the canvas. Confirm the current link, the invited account or guest path, and the 4-digit PIN. Access and the PIN are separate checks.
If an authorized manager cannot set, change, remove, or reset the PIN after refreshing, contact support.
Related guides
- Share a canvas
- Manage Canvas members
- Private links and share links in Canvas
- Collaborate with guests
- When you can't access work