> ## Documentation Index
> Fetch the complete documentation index at: https://learn.playlab.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Using a shared Collection

> What to do when a Collection is shared with you: where to find it, how to add it to a workspace, and how recipients use the apps inside.

When someone shares a Collection with you or your organization, the apps inside become available to use. This page covers what happens on the recipient side.

<Note>
  **Who can receive a Collection**

  Anyone in an organization that has been added as a recipient can use the apps. Workspace owners and facilitators, plus org admins, can additionally add the Collection to workspaces and the Collection appears in their dashboards.
</Note>

## Where shared Collections show up

Shared Collections appear in two places:

**Collections tab on your org dashboard.** Every Collection your org has access to lives here, with the owning org clearly labeled.

**Email notification.** When the Collection is first shared, the designated recipient gets an email with a direct link.

## How to use a shared Collection

<Steps>
  <Step title="Open the Collection">
    From the Collections tab, click the Collection's name to see what's inside.
  </Step>

  <Step title="Browse the apps">
    Each app in the Collection has a name, description, and Launch button. You can use any app directly from this view.
  </Step>

  <Step title="Add the Collection to a workspace">
    If you want the apps available inside a class or team space, click **Add to Workspace** and pick the workspace. Members of that workspace can then use the apps from their dashboard.
  </Step>

  <Step title="Use the apps">
    Apps in a shared Collection work the same as any other app. Activity from your org is segmented and visible to the Collection owner only in aggregate.
  </Step>
</Steps>

## What recipients can and cannot do

Recipients with **Viewer** access (the default for shared Collections):

* Use the apps in the Collection
* Add the Collection to workspaces in their org
* See updates as the Collection owner publishes them
* View their org's own activity on each app

Recipients **cannot**:

* Add or remove apps from the Collection
* Edit the apps inside (the Collection owner controls them)
* Re-share the Collection with other organizations
* See activity from other recipient orgs

If a recipient wants to make significant changes to an app, they can remix it. The remix is a separate copy, no longer connected to the Collection.

## When updates arrive

When the Collection owner publishes a new version of an app, every recipient using that app sees the new version on their next session. There is no manual sync. The same is true when the Collection owner adds or removes apps from the Collection.

<Tip>
  If you depend on a specific version of an app, remix it. The remix is yours and won't change when the original is updated.
</Tip>

## How recipient activity is tracked

Each recipient org has its own activity log for the apps in a Collection. Your teachers and admins see only your org's activity. The Collection owner sees aggregate usage across all recipient orgs (totals, trends) but not the contents of individual conversations.

For the full picture of activity scope, see [Reviewing app activity](/features/Reviewing%20App%20Activity).

## Removing yourself from a Collection

Org admins can remove their org from a shared Collection at any time:

1. Open the Collection
2. Click **Remove from Org**
3. Confirm

The apps disappear from your org's dashboards. Your activity history is preserved for the Collection owner. You can be re-added if you change your mind.

## Key points

<Info>
  * Shared Collections appear on your org's Collections tab
  * Add the Collection to a workspace to make apps available to members
  * Recipients use the apps but cannot edit the Collection or apps inside
</Info>

## FAQ

<AccordionGroup>
  <Accordion title="Can different teachers in my org use the same Collection at the same time?">
    Yes. The Collection is shared at the org level, so every teacher with access can use the apps in their own workspaces, independently.
  </Accordion>

  <Accordion title="Will I lose my activity if the Collection owner removes an app?">
    Activity history stays in your workspaces even if the source app is removed. New sessions stop being possible for the removed app.
  </Accordion>

  <Accordion title="Can I customize an app inside a Collection?">
    Not directly. To customize, remix the app. The remix is independent and won't update when the Collection owner publishes changes.
  </Accordion>

  <Accordion title="What if the Collection owner deletes the Collection?">
    Your access ends. Apps you had added to workspaces stay there as references but are no longer usable. Your activity history is preserved.
  </Accordion>

  <Accordion title="Do I need to be an admin to use a shared Collection?">
    No. Any member of your org with access can use the apps. Adding the Collection to a workspace requires workspace owner or facilitator rights.
  </Accordion>

  <Accordion title="How do I know who owns a Collection that's shared with me?">
    The owner's organization name appears on every Collection card and on the Collection overview. Hover or click for full attribution.
  </Accordion>

  <Accordion title="Can I see other orgs that received the same Collection?">
    No. Recipient lists are private to the Collection owner. Each org sees only that the Collection was shared with them.
  </Accordion>
</AccordionGroup>

***

Last updated: 06-01-2026

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