The standard way to share project links with a team is a wiki page titled "Project Resources". It contains a link to the staging environment, the analytics dashboard, the Figma file, and the API docs.
It is written on day one of the project. By day ten, the staging URL has changed, three new dashboards have been created, and the API docs moved to a new domain. The wiki was never updated, so the team reverted to asking "does anyone have the link to X?" in Slack.
Wikis are great for documenting how things work, but they are terrible at maintaining the list of where things are. For that, you need a shared hub that lives closer to the browser.
Step 1: Create a single source of truth
The first rule of a shared hub is that it cannot require a context switch to update. If a developer finds a new error tracking dashboard, they should be able to save it to the shared project folder with one click.
Using a collaborative bookmark manager means the "wiki" is updated as a side effect of people doing their jobs. When you save a link so you can find it later, your whole team gets it instantly.
Step 2: Assign roles carefully
Not everyone needs the ability to delete the production database link. A good shared hub needs permissions:
- Editors (The Core Team): Can add, edit, and reorganize links. They are actively building the project.
- Viewers (Stakeholders/Clients): Can see the links and search them, but cannot change the structure. This is perfect for onboarding a contractor or giving a client access to their deliverables.
Step 3: Add context to every link
A URL alone is useless to a new hire. "https://us-east-1.console.aws.amazon.com/..." means nothing. They need to know why the link is there.
Every link in a shared hub should have a note attached. "This is the staging database; use the read-only credentials in 1Password." When the context travels with the link, you stop getting DMs asking what a dashboard is for.
Build the hub where the work happens, share it with the right permissions, and require context on every save. If you have not built one yet, structuring a team resource hub covers the shape before you share it. Your team will never hunt for a URL again.
Frequently asked questions
Why not just put all project links in Notion?
Friction. Adding a link to a wiki requires breaking your workflow, opening a new tab, navigating to the right page, and pasting the URL. Because it takes 45 seconds, nobody does it, and the wiki is always out of date.
How do I share links with a client securely?
The best approach is to maintain a specific "Client Facing" collection, generate a secure sharing link for it, and revoke the link when the project ends. This prevents accidental sharing of internal staging URLs.
Who should maintain a shared team library?
Everyone working on the project. If only one person has editor access, the library becomes a bottleneck. The ideal setup is one owner (for billing/access control) and multiple editors.