How To Share Excalidraw Whiteboards Across Teams

Excalidraw is perfect for fast sketches and collaborative diagrams, but sharing boards across teams can get messy. Links sprawl, context gets lost, and you have no signal on who actually looked. This guide shows how to share Excalidraw across teams using Send so people get instant answers with AI, and you see who engaged, what they cared about, and when to follow up.

When this is useful

Before jumping into the steps, here are the common scenarios where this workflow shines.

You want a single, authoritative link for a whiteboard that multiple teams reference.
You need to steer people to the right area of the board without long explanations.
You care about visibility: who opened the link, which questions they asked, and whether they followed the intended flow.
You want to compress review cycles by letting people self‑serve answers 24/7 via AI instead of scheduling another meeting.

Step‑by‑step

In this section, you’ll add your Excalidraw whiteboard to Send, guide people with Suggested Questions, and share a single tracked link with the right controls.

1. Add your Excalidraw board to Send

Install Send’s Chrome extension from send.co. On supported sites, you’ll see a blue “Add to Send” button.
Open your Excalidraw board in the browser. Click the “Add to Send” button. A Send tab opens with the board embedded.
Alternatively, in the Send app, click New Document and paste the Excalidraw URL. Send will load it in the same way.
Give the document a recognisable name such as “Architecture brainstorm (Excalidraw)” or “Design critique whiteboard.”

Why this matters: instead of pasting links into Slack or email threads that go stale, you centralise access behind one Send link that also includes AI chat and analytics.

2. Add AI and Suggested Questions to steer reviewers

In Send, enable AI Chat. The AI reads the page and can answer questions about the linked context or any attached notes.
Add Suggested Questions to anticipate what people need: 1) “Where do I start on this board?” 2) “What are the final decisions vs open questions?” 3) “What’s the proposed architecture?” 4) “What’s the timeline and next step?”
If you want AI to answer beyond the whiteboard (e.g., design rationale, specs, issue tracker, calendar link), attach an AI Profile. In the profile, teach the AI to surface links to specs, tickets, and your booking page on request.
Add a sentence at the top of your Send document: “There’s an AI chat on the right—ask anything.” People engage more when they know it’s there.

Why this matters: AI and Suggested Questions steer attention to what matters, reduce confusion, and cut down on repeat questions in Slack.

Click Share and configure the viewer gate. Require name and email if you want identity captured before viewing. Add phone when qualification matters.
For sensitive artefacts, disable download/print. This helps if you include internal guidance or attached PDFs next to the embedded whiteboard.
Create a personalised link with a custom slug for known audiences (for example, /design‑review‑oct). This avoids forms while keeping identity clear.
Copy the Send link and share it in design channels, project hubs, handoff packets, or email. Mention that there’s AI chat inside.
Watch your Activity feed and email notifications. You’ll see who viewed, their location and device, time viewed, and the questions they asked the AI. Turn on webhooks for “document open” or “any link open” events to push activity into your CRM or tools like Zapier, Make, and Clay.

Why this matters: one link stays current as context evolves, and you get reliable signal on who engaged and what they needed.

Why this is faster with Send

This section explains the concrete benefits of using Send for Excalidraw links.

AI answers questions instantly, so reviewers orient without another walkthrough meeting.
Suggested Questions guide people to decisions, open issues, or the right slice of the board.
Analytics show who viewed, where, device, time on doc, and AI chat logs. For attached PDFs, you also get page‑level time to see which pages drew attention.
Permissions and viewer gates keep access clean. Replace files underneath the same link when you add a one‑pager or export snapshots—no version chaos.
Compared to plain links or DocSend, Send adds AI steering plus deeper engagement signal, which shortens feedback loops and drives alignment faster.

Troubleshooting & tips

This section covers common blockers and how to fix them quickly.

People don’t notice the AI chat

Add a one‑line prompt: “Ask the AI anything on the right.” Seed two or three Suggested Questions that mirror typical confusion.

Reviewers ask about material outside the board

Attach an AI Profile. Teach it to surface the spec doc, ticket links, or a booking link for follow‑ups.

Access needs to be controlled tightly

Turn on the viewer gate and disable download/print. Use personalised links for known teams to skip the form while keeping identity clear.

Whiteboard evolves and exports change

Keep the same Send link. Replace attached files or update references. Recipients never lose the URL, and analytics remain continuous.

You need alerts and system updates

Use webhooks for “document open” or “any link open.” Pipe to Zapier, Make, or Clay to update contacts, log activity, notify channels, or trigger sequences.

Integrations & automation

Here’s how to connect activity from your Excalidraw link to the rest of your stack.

CRM enrichment

When a document opens, trigger a webhook to create or update the contact and log the engagement. If someone clicks a spec or booking link, use “any link open” to score interest and route owners.

Slack alerts

Send alerts to a design‑review channel when stakeholders engage. Include the viewer’s name, location, and the Suggested Questions they used.

Sequences

After a view, enrol stakeholders into a follow‑up sequence with targeted nudges based on what they asked the AI.

Data tools

Send events into Clay for deduping and enrichment, then back to the CRM so teams know who to prioritise.

Privacy & controls

These settings keep your shared whiteboards tidy and safe.

Viewer gates

Require name, email, and optionally phone before viewing. Hide content until submitted when identity matters up front.

Disable download/print

Useful when you attach internal notes or exports beside the embedded board. Keep distribution controlled.

Personalised links

Use a custom slug when you already know the audience. Identity is clear without a form.

Replace files, keep the link

Swap attached exports or policy docs without changing the URL. Analytics continue under the same link.

FAQ

This section answers the most common questions so you can move faster.

How does Send speed up Excalidraw reviews?

AI and Suggested Questions orient reviewers immediately. You avoid repeat walkthroughs, and analytics show who engaged and what they asked.

Can I require name or email before viewing?

Yes. Turn on the viewer gate and choose the fields you need. You can also hide content until they submit.

Can I replace exports without changing the link?

Yes. Replace files under the same Send link, which keeps analytics and avoids version sprawl.

What analytics do I get?

You’ll see provided viewer info, location, device, time viewed, and AI chat questions. For PDFs attached next to the board, page‑level time shows where attention went.

What plans and prices are available?

Send offers a $29 per month plan, and a $99 per month tier with multiple seats and more features.

Try Send to share Excalidraw across teams with AI answers and full tracking—start at Send.co.