Team Plan & Above
Data Rooms
Your Datastores are built once and never rebuilt. A Data Room is how you assemble any combination of them and put them in front of exactly the right people — internally, by group, or externally with just an email.
What a Data Room is
The assembly and access layer on top of your Datastores.
A Datastore holds a single focused body of knowledge. A Data Room is how you combine them. Pick any combination of Datastores, set who has access, set what they can do, and share it. The underlying data is never duplicated or re-indexed. The same store can live in ten different rooms simultaneously.
The data layer and the access layer are independent. You build the knowledge once. You control the distribution infinitely.
Data Room
Internal — All Teams
● Marketing Knowledge
● Support & Troubleshooting
● Design Requirements
● Dev Epics & Stories
Data Room
Client-Facing — Support Only
● Support & Troubleshooting
Data Room
Partner Room — Marketing + Methodology
● Marketing Knowledge
● Coaching Methodology
Access spectrum
You control how deep anyone goes.
Not everyone in a Data Room needs the same access. Some people get the full picture. Some get the card catalog. Some get only what you’ve already surfaced for them.
Full Query
Unrestricted access to everything in the room.
Any question, any depth, any store. The AI retrieves, reasons, and answers with full citations. Nothing is pre-filtered.
- Query across all stores in the room
- Run independent searches and analysis
- View saved reports from others
Scoped Query
Questions get answered. Retrieval depth is controlled.
Enough access to find what matters, within the boundaries you’ve defined. You set how deep the retrieval goes.
- Ask questions, get cited answers
- View saved reports
- Retrieval depth scoped by room owner
Reports Only
Access limited to what’s been prepared and saved.
Designed for clients and stakeholders who need conclusions — not the ability to explore on their own.
- View saved reports and curated analysis
- Cannot run independent queries
- Cannot access underlying stores
How sharing works
Internal. Groups. Or anyone with an email.
A Data Room can be shared in any direction — to individuals inside your organization, to defined groups, or to someone entirely outside TepinTasks. External recipients don’t need an account. They get a tokenized link, verify their email, and access exactly what you’ve made available.
Every link is tracked, expiring, and revocable at any time. Cut access immediately if anything changes.
👤 Individual users
Share to specific people inside TepinTasks with their own access level and permissions.
👥 Groups
Share to an entire group — everyone in the group gets access at the level you define.
✉️ External — email only
No TepinTasks account required. A tokenized link, email verification, and they’re in. You stay in control.
Per-recipient controls
Query the knowledge base — Allowed
Download source files — Blocked
View saved reports — Allowed
Link expiry — 30 days
Access revocable — Anytime
The efficiency
Digest once. Share in any configuration.
Vectorizing a Datastore takes time and compute. You do it once, and the result is permanent. The same store can appear in any number of rooms without ever being re-processed.
You don’t build a separate repository for each audience. You build the store. You assemble the rooms. Maximum flexibility. Zero redundancy.
● Support & Troubleshooting 1× indexed
↓ appears in 3 rooms simultaneously
Internal — All Teams
Support + Marketing + Dev + Design
Client-Facing Support Room
Support only · Query limited · No download
Partner Onboarding Room
Support + Marketing · Report access only
Built for people who share knowledge professionally.
Your methodology. Their access. Your control.
Build a Data Room from your methodology Datastore and share it with a client cohort. They can query your thinking. They cannot download your IP. At the end of the engagement, revoke access.
One room per client. Clean lines between all of them.
Each client gets their own Data Room assembled from their own Datastores. No client ever sees another client’s room. Share documentation with query controls.
Secure client deliverables. Tracked. Revocable.
Share analysis and reports through a Data Room with tokenized, email-verified links. Links are tracked and revocable. You know who accessed what and when.
Board and stakeholder sharing without full platform access.
Assemble a Data Room for a board or stakeholder group. They get a queryable view of the work without needing a TepinTasks account.
The foundation
Data Rooms start with Datastores.
A Data Room is only as good as the stores it’s built from. Before you assemble the room, you build the knowledge — focused, topic-specific Datastores that can be combined in any configuration.
Frequently Asked Questions
Do recipients need a TepinTasks account to access a Data Room?
No. External recipients access a Data Room through a tokenized link sent to their email. They verify their email and gain access to exactly what you’ve made available — no account, no login, no onboarding required.
Can the same Datastore appear in multiple rooms?
Yes — and this is the core efficiency of the model. A Datastore is vectorized once and never rebuilt. The same store can appear in any number of rooms simultaneously. The data is indexed once. The combinations are unlimited.
Can I revoke access after sharing?
Yes. Every shared link is revocable at any time. You can cut access for an individual recipient, for an entire group, or close a room entirely. When a link is revoked, access is removed immediately. You can also set links to expire automatically.
If I update a Datastore, does the room update automatically?
When a Datastore is updated, the rooms that contain it reflect the updated knowledge. Because the room references the store rather than holding a copy, there is no manual re-syncing required. The store is the source of record.
Is there a limit to how many rooms I can create?
Room limits are determined by your plan. Team plans and above include Data Room access. Specific limits by plan are detailed on the pricing page.
What plan do I need to access Data Rooms?
Data Rooms are available on Team plans and above. Datastores are available one tier below. If you’re on a plan that includes Datastores and are ready to share that knowledge externally or across teams, upgrading to a Team plan unlocks Data Rooms.
Ready to control what your knowledge does?
Start building Datastores and assemble your first Data Room. Available on Team plans and above.
Data Rooms available on Team plans and above.