A Room brings several parts of a deal into one recipient-facing destination. Use it when a single document link no longer gives the buyer enough structure.
Typical Room uses include fundraising diligence, sales evaluations, client onboarding, implementation planning, partner enablement, and proposal follow-through. HummingDeck Rooms are designed for focused, relationship-led work. They are not positioned as formal virtual data rooms for large regulated transactions.
Create a Room
- Open Rooms and select Create Room.
- Give the Room a name that identifies the deal or audience internally.
- Choose the first recipient and access settings.
- Add the documents the recipient needs first.
- Review the default Documents and Next Steps areas.
- Preview the recipient experience before sending the link.
Acme evaluation
A shared place for the deal
Founder walkthrough
Loom · 2:14
30 min · Google Calendar
Book a follow-up
Select a Date & Time
Product overview
12 pages
Security and implementation pack
18 pages
Each Room can have several recipient links. The links can point to the same Room while keeping audience, access, activity, and discussion context separate.
Structure the content
Start with the smallest useful Room. Put the most important material near the top, then group supporting documents into named sections. Tabs separate different kinds of work, while sections make a longer tab easier to scan.
A useful sales Room might contain:
- a short overview or personalized introduction;
- the current proposal and pricing;
- security and implementation material;
- a meeting link or embedded walkthrough;
- a mutual action plan with dated tasks owned by your team or by the recipient's company.
Do not copy the entire Document Library into a Room. Every item should help the recipient make progress.
Add documents and embeds
Documents in a Room come from the workspace Library. You can also add supported videos, calendars, forms, design files, and other approved embeds.
To change the image recipients see for one document, open that document's settings in the Room and select Replace thumbnail. Upload a PNG, JPG, or WebP image up to 5 MB; a 4:3 image works best. HummingDeck resizes and compresses the image before saving it. The custom thumbnail applies only to that document in this Room. Select Use generated thumbnail to restore the image created from the source document. When you duplicate a Room with its documents, its custom thumbnails are copied to the new Room as independent images.
To show a PDF, PowerPoint, or Word document directly in the Room, open that document's settings and turn on Show inline in Room. This setting is off by default, so documents normally remain compact cards that open in the full viewer. An inline document can expand to full screen without starting a second session. Its document view and reading time begin only when the recipient interacts with the reader, including when they enter full screen. Opening or scrolling the Room by itself does not count as a document view.
For a Google Calendar appointment schedule, paste its calendar.app.google share link, its full booking-page URL, or the inline iframe code copied from Google Calendar. HummingDeck prepares the inline booking page before showing the preview. Regular calendar pages and individual event links are not embeddable appointment schedules.
An embed can reduce context switching, but it also depends on the external provider. Test the recipient preview and keep a direct fallback link when the embedded service is essential.
Share with each audience
Create separate Room links for audiences that need different attribution or access. For example, one Room can have a restricted investor link and a lower-friction adviser link.
The Room link controls entry. Document links created behind that audience inherit the Room access session where required. Manage recipient-wide download and access settings from the Room.
Keep the Room current
Update next steps after calls, remove obsolete material, and use clear section names. A stale Room can create more uncertainty than a short email. Recipients can tick off the tasks their own side owns, so the plan can stay current between meetings. See Room next steps, discussions, and embeds for task owners, the recipient completion setting, and phase colours.
Archive the Room when the work is complete or access should stop. Before archiving, check whether you need to preserve any final response, task, or engagement history for your own records.