Turning on Trackable Links takes two steps. Spekit enables the feature for your organization, then an Account Admin turns on the sharing permission. Until both are done, no one on your team can create a link. This guide covers both steps and what to check when a rep says sharing is not working.
ℹ️ This guide is for Account Admins. For what Trackable Links do, see Trackable Links overview.
1. Before you start
A few things are worth knowing before you begin.
| Point | What to know |
|---|---|
| Both steps are required | Spekit enabling the feature is not enough on its own. The admin permission has to be on as well. |
| Storage limits apply | Your storage limit is shared with you by email when the feature is enabled. |
| Content can be blocked individually | Content marked internal only cannot be shared externally, even with everything turned on. |
2. Step 1: Ask Spekit to enable the feature
Contact your Account Manager or Customer Success Manager, or email support@spekit.co, to have Trackable Links enabled for your organization.
Spekit will confirm when it is on, and will tell you your file storage limit at the same time.
3. Step 2: Turn on external sharing
Once Spekit has enabled the feature, turn on the sharing permission.
- Open the Spekit Hub (Web App).
- Click the settings icon, then the Admin Tools tab.
- Click Share Settings.
- Turn on Allow users to share content externally.
ℹ️ Until this permission is on, the Externally share option will not appear for anyone on your team.
💡 Pro Tip: Turn this on before you tell your team the feature is live. A rep who tries once and finds nothing there is hard to win back.
4. Step 3: Add your privacy policy
On the same Share settings tab, you can add a privacy policy URL. It is shown to recipients before they open a shared link.
- Enter your privacy policy URL, for example https://yourcompany.com/privacy.
- Click Save.
| Point | What to know |
|---|---|
| Who sees it | Anyone outside your organization opening a shared link. |
| When they see it | Before the content opens. |
| Why it matters | It is recommended for GDPR, because your buyer is giving you engagement data and, where you require an email, their email address. |
⚠️ Trackable links collect data about people outside your organization. If your company operates under GDPR or a similar regime, set this before your team starts sharing, not after.
💡 Pro Tip: Ask your legal or privacy team which URL to use rather than guessing. It is a 2 minute question that saves a difficult conversation later.
5. When a rep cannot share something
There are two different reasons sharing can fail, and they have different fixes.
| What the rep sees | What it means | What to do |
|---|---|---|
| No Externally option anywhere | The account-level permission is off. | Turn on Allow users to share content externally. |
| One piece of content cannot be shared | That content is marked internal only. | Change the content's sharing setting, or point the rep to different content. |
ℹ️ The same internal only setting is what makes content show as Unavailable inside a Deal Room. If a rep reports both problems at once, it is one cause, not two.
6. Best practices
A few habits that keep external sharing working and governed.
| Best practice | Why it helps |
|---|---|
| Turn the permission on before launch | Reps only try a new feature once. |
| Decide what should never go out | Mark sensitive content internal only, rather than relying on reps to remember. |
| Check the permission first when sharing breaks | It is the most common cause, and it takes 10 seconds to rule out. |
| Review your storage limit periodically | Shared files count against it, and reps will not know when it is close. |
7. Examples
Here is how the setup plays out.
- A clean launch. You ask Spekit to enable the feature on a Monday, turn on the permission the same day, and share a short how-to with your team on Tuesday. Reps find the option the first time they look for it.
- A confusing rollout. Spekit enables the feature but the permission stays off. Reps are told Trackable Links are live, find no Externally option, and stop trying. You turn the permission on a week later and have to re-launch the feature to get attention back.
- A content question. A rep says one case study cannot be shared externally while everything else works. That is not a permission problem. The content itself is marked internal only, and changing that setting fixes it.