Public Snapshots

Public Snapshots allow you to share a read‑only version of your Gantt chart with anyone, even if they don’t have an Instagantt account. They’re designed to make project sharing simple, controlled, and reliable, while keeping your original project fully editable.

In project management, having a read‑only view is critical when you need to inform stakeholders without risking accidental changes. It helps teams communicate timelines, dependencies, and progress clearly, while preserving data integrity and ownership of the project plan.

This feature is especially useful for project reporting, stakeholder communication, and external visibility within structured gantt chart planning workflows.

🧭 Table of Contents

1. What Are Public Snapshots?
2. How to Create a Public Snapshot
3. This Snapshot Link vs Latest Snapshot Link
4. Updating a Public Snapshot (Important)
5. Using a Public Snapshot as a Baseline
6. Using a Public Snapshot as a Project Template
7. Best Practices for Using Public Snapshots
8. Summary
9. Frequently Asked Questions (FAQ)

🧠 What Are Public Snapshots?

A Public Snapshot is a static, read‑only copy of your Gantt chart that can be accessed through a public URL. Anyone with the link can view the snapshot in their browser, without logging in or having access to your Instagantt workspace.

Public Snapshots are ideal when you want to:

• Share project timelines with clients or stakeholders
• Present progress updates without granting edit access
• Publish a stable version of a project plan
• Communicate schedules clearly outside your team

They help extend the value of your gantt chart and gantt software beyond your internal workspace.

➕ How to Create a Public Snapshot

To create a Public Snapshot:

1. Open your project in Instagantt
2. Click Export & share at the top of the chart
3. Select Public snapshots
4. Click New snapshot
5. Optionally give the snapshot a name (for example “Client review, March”) and choose what to include: the Views (Gantt, Workload, Overview), a baseline to Compare with, Highlighted days, Non-working days, Members’ time off, Collapsed and hidden tasks, Task descriptions, the Columns to show and your company’s or client’s Logo
6. Click Create snapshot

The Snapshot ready dialog shows two links, each with Copy and Open buttons:

• This snapshot — opens the project exactly as it is now, even after later changes.
• Latest snapshot — always opens the project’s newest snapshot. Share it once and refresh it by taking a new snapshot.

The snapshot reflects the state of your project at the moment it’s created.

And just in case you'd like to check out how a Public Snapshot looks for the link holder, click here or try it out with your own project!

🔗 This Snapshot Link vs Latest Snapshot Link

Every snapshot comes with two types of links, each designed for different use cases. You’ll see both in the Snapshot ready dialog, and the Latest snapshot link is always available at the top of the Public snapshots window.

This snapshot link (previously “Direct Link”)

This snapshot link always loads the snapshot in the state it was at the time it was created. It will never change or be updated, so if updates are required, create a new snapshot and share its new link.

Latest snapshot link (previously “Master Link”)

The Latest snapshot link always loads the project’s most recent snapshot. Its URL never changes, but its contents are updated each time you create a new snapshot. Share it once; then, whenever you want viewers to see an update, just create a new snapshot. Viewers simply refresh or reopen the link to see the latest version (for more details, continue to the next section).

⚠️ Important: The Latest snapshot link is not live. It does not update automatically when your project changes.

🔄 Updating a Latest Snapshot Link

This is where many users get confused, so it’s important to be very clear.

Public Snapshots — including those shared with a Latest snapshot link — are not live views of your project.

To update what people see when using a Latest snapshot link:

1. Open your project
2. Click Export & share and select Public snapshots
3. Click New snapshot, then Create snapshot

When you do this:

• The URL stays exactly the same
• The content behind the link is updated to the new snapshot
• You do not need to re‑share the link

If you don’t create a new snapshot, viewers will continue to see the old version, even if your project has changed.

This manual update process ensures predictable, controlled project sharing and avoids accidental changes being published.

Managing your snapshots

The Public snapshots window lists every snapshot under All snapshots, with its name, date and time. Hover a snapshot to Open it in the browser, Load it as a baseline, or Delete it.

📊 Using a Public Snapshot as a Baseline

Public Snapshots can also be used as a visual baseline to compare your current project against a past version — without permanently converting the snapshot into an actual baseline.

To display a Public Snapshot as a baseline:

1. Open your project
2. Click Export & share
3. Select Public Snapshots
4. Under All snapshots, hover the snapshot and click the Load as baseline button (the icon between Open and Delete)

When loaded, the snapshot is displayed visually exactly like a baseline for comparison purposes. It does not become a saved baseline, and none of your existing baselines are modified or replaced. This makes it a safe, non‑destructive way to compare progress, review schedule deviations, or analyze changes against a previously shared or approved snapshot, while keeping your baseline configuration intact.

It complements standard baseline workflows by giving you a quick comparison tool directly inside your gantt chart.

🧩 Using a Public Snapshot as a Project Template

You can also use a Public Snapshot as the starting point for a new project, effectively treating it as a reusable template.

To create a new project from a Public Snapshot:

1. Expand the left sidebar in Instagantt
2. Click the + button
3. Select the Clone from snapshot tab
4. Paste the Public Snapshot link (This snapshot or Latest snapshot)
5. Click Continue

On the next step, you can either enter a new project start date to reschedule the plan forward, or enable Keep task status and dates as original to preserve the snapshot exactly as it is. Both links — This snapshot and Latest snapshot — can be used to clone a project.

This approach is especially useful for reusing proven project structures, standardizing timelines across similar initiatives, and turning approved or shared plans into repeatable project templates.

💡 Best Practices for Using Public Snapshots

To get the most value from Public Snapshots:

• Use This snapshot links for audits, approvals, or historical records
• Use the Latest snapshot link for recurring status updates with clients or stakeholders
• Use the Latest snapshot link to share read-only views with teammates who don't require editing access.
• Regenerate snapshots after major schedule or scope changes
• Add as much information as needed to tasks for context

Used correctly, Public Snapshots read-only views can become a powerful complement to your gantt chart software and overall project management process.

📌 Summary

Public Snapshots make it easy to share Gantt charts with anyone, without compromising control or edit access. By understanding the difference between This snapshot links and Latest snapshot links — and remembering that snapshots are manual, not live — you can share project timelines confidently and clearly.

🚀 Share Your Gantt Charts with Confidence

Use Public Snapshots to publish clear, read‑only project timelines and keep stakeholders aligned — without giving up control of your project plan.

❓ Frequently Asked Questions (FAQ)

Do Public Snapshots update automatically?

No. All Public Snapshots are static. You must manually create a new snapshot to reflect changes, even when sharing a Latest snapshot link.

Is the Latest snapshot link a live view of my project?

No. The Latest snapshot link always shows the most recently created snapshot, not a live project.

Do viewers need an Instagantt account?

No. Anyone with the link can view a Public Snapshot in their browser without any need to authenticate or log in.

Can viewers edit the project through a Public Snapshot?

No. Public Snapshots are strictly read‑only, they can interact with it with Filters, collapsing/expanding tasks or sections and viewing task details panes, but those actions won't change the project's content in any way.