An analyst updating location records and a manager checking totals by region may need to work from the same map. Their responsibilities are different, and each needs access that lets them do their part.
For a team considering Maptive, the practical question is how that shared work will run. Some colleagues need to change records or regions. Others need to inspect a result, filter a view or check a location. Those tasks help you decide what sharing should allow and who will keep the map current.
| Team task | Access path | Can change source | License condition |
|---|---|---|---|
| Change the shared map and data | Team Map Share with editing access | Can change map data; source-system updates need an owner | Eligible team license arrangement |
| Read the map within the licensed team | Team Map Share with view-only access | No editing rights | Eligible team license arrangement |
| Explore an external view | Shared map link with permitted tools | No permanent map edits | No recipient license or login required |
Decide what each person needs to do
Choose the map editors
Give editing access to the people responsible for changing records or building the map. In Maptive, editors can change both the map and its data. Make sure each editor understands which fields they may change and which values need to come from an approved source.
Appoint a data owner. That person should know where the records come from, the date they represent and how corrections reach the source system. Changing an imported value on the map doesn't establish that the source customer or operations file has been corrected.
Keep a short list of responsibilities. One person might keep the source file up to date, while another prepares the map from that file. Agree on those duties before both receive editing access. The team can use the same map without each person having to maintain every part of it.
Choose licensed team viewers
Use view-only team access for people who need to read the shared work without changing its data. This can suit managers checking totals or colleagues reviewing the geographic plan. Choose the access level based on their tasks rather than their job titles.
Team Map Share requires more than one license, bought together. As of October 10, 2026, Maptive's Team plan includes 5 users and map collaboration for $220 a month or $2,500 a year. The plan comparison excludes map collaboration on Pro and the 45 Day Pass. Enterprise arrangements have custom pricing.
Confirm the arrangement for the users who will collaborate. Buying licenses separately doesn't automatically give you the team arrangement required for Team Map Share. Settle that account question before assuming everyone will appear as a team member in the sharing workflow.
Choose external viewers
An external view can serve colleagues or other recipients who need to inspect the map without making edits that stay on the map. They don't need a Maptive login. The owner decides which tools and data they can use in that view.
Keep temporary exploration separate from changing the shared work. A recipient might filter the map or use an enabled travel tool to answer a question. That doesn't give them the editor's ability to save permanent changes to the map and its data.
Review the audience's data needs as well as its tool needs. A leadership view may need regional totals, while staff doing the work may need to see each location. If someone shouldn't receive detailed records, prepare the release around the information they are allowed to see.
Share the map with the licensed team
Go to the Maptive home screen and find the map you want to share. Open its three-dot menu and choose Team Map Share. Select each team member, then assign editing or view only according to the responsibilities you've agreed on.
Check each person in the member list. Include people who need the map now, and give editing rights where their job requires changes. Keep the map name specific enough that users can find the working map among other maps in their accounts.
Ask each person to open the map from their own account. A successful view in the owner's account doesn't show that a teammate has the intended access. Check the tasks they will perform, including access on the device they expect to use.
For an editor, test a reversible change using sample data. For a viewer, check that they can read the information needed for their role and can't make a permanent edit. If the result differs from the assigned role, resolve it before the map becomes the team's working reference.
Record the map's purpose and data date where the team keeps its operating notes. People need to know whether they are looking at an approved snapshot or work still being revised. Sharing a map alone doesn't tell viewers whether the data is approved.
Arrange the single-editor handoff
Maptive allows one editor at a time on a map. Plan changes in sequence. Agree who is editing, what they will change and when the next person can take over. Don't plan the work around simultaneous edits being merged.
Before the first editor starts, identify the source version and what you expect to change. A boundary adjustment and a source-data correction need different review. Write down the affected regions or record IDs so the next person knows where to check.
When the editor finishes, have them tell the next editor what changed and what remains unresolved. Keep this note in the team's usual communication or work-tracking process. Include any source-file correction that still needs to happen, so it doesn't get lost when the map editing passes to someone else.
The next editor should check the affected totals and records before continuing. If the first person's change altered the demand set or account values, a later geographic change may now be based on different inputs. Check those inputs instead of assuming they're the same as on the old map.
Keep record identity in the handoff. An editor reporting an address correction should include the stable record ID, because several customers can share an address and one customer can have several locations. For a region change, name the affected area and the records that need checking against it.
Separate a proposed change from an accepted one in the handoff note. Tell viewers when the map is ready for their decision, especially if a boundary is still under review. A temporary working change can otherwise look like the new approved assignment to someone who opens the shared map midway through the work.
Set a practical time for routine updates. That lets viewers know when figures may change and lets editors plan when to make their changes. The team sets this schedule.
Configure an external working view
Open Share, choose Share Externally, then select Public or Password Protected. Set the starting view and copy the link. Public permits anyone with the link to view it. Password Protected uses one shared map password; changing it locks out recipients using the old password.
Open the Map Settings gear and choose Shared Maps/Presentational Maps. Enable the tools recipients need, such as the existing Filter Tool setup, legend or proximity tools. A reader who only needs to check a region shouldn't have to sort through every available tool.
Review marker data and export data separately. The settings let you show or hide columns in each of those places. If exports are needed, Authorize requests export permission. Once authorized, Activate lets you choose the tools recipients can use to export data.
Set the starting view for the task, then test it while logged out. A useful starting filter is a presentation choice. Don't treat it as proof that a recipient is restricted to those rows.
Test the shared map together
Have an editor, a licensed viewer and an external viewer check their intended tasks. Use the same sample record or region so you can compare what each person sees. Test through the actual access path assigned to that person.
For the editor, check a reversible map or data change and restore the sample when finished. Have the licensed viewer confirm the needed information without permanent editing. For the external viewer, check what they can do and which data they can see. If exports are allowed, inspect an exported file as well.
Write down which task failed. Saying a colleague couldn't inspect a required field is easier to act on than saying the map isn't shared correctly. Adjust access or the working view, then repeat the affected check.
Finally, test the next planned data update through the agreed process. Have the data owner confirm the source version, the editor check the changed records and a viewer inspect the result. Keep the next edit handoff and update responsibility with the working map so the team knows who to contact when a figure needs to be fixed.
