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Building a room

*Help doc 02 of 7. Final for the help assistant, Oct 20, 2026.*

What is a room?

A room is one private web page for one prospect (usually one account or deal). It has:

  • A header, "Prepared for {Company}", plus your logo and accent color.
  • A room title and your personal note to the buyer.
  • Your content: videos, PDFs (including decks saved as PDF), images, and links, which you can group into sections.
  • A two-way Files area for sharing files with the prospect and receiving their uploads.
  • A tracking notice on the entry screen: "🔐 Your activity in this room is shared with {Seller company}." It can't be turned off.

Rooms are private and kept out of search engines. Room links look like https://buyerrooms.com/r/{room-slug}.

How do I create a room?

  1. In your dashboard, click Create room (https://buyerrooms.com/app/rooms/new).
  2. Enter the prospect company name. It appears as "Prepared for {Company}".
  3. Enter a room title (for example, "Acme: proposal and next steps").
  4. Write a short note to your contact. Two or three sentences is enough.
  5. Upload your logo and pick an accent color.
  6. On the Content tab, add at least one item (see below). You can drag items to reorder them and group them into sections.
  7. On the Access tab, check the access setting. New rooms use email entry by default. See *03 Access options*.
  8. Click Preview to see the room exactly as a visitor will. Preview isn't tracked.
  9. Click Publish, then Copy link.
  10. Send the link yourself, from your own email, LinkedIn, or wherever you normally talk to the prospect.

Does BuyerRooms email the room link to my prospect?

No. You copy the link (Copy link) and send it yourself. That's better for deliverability, and the email comes from you.

What content can I add to a room?

| Content | Supported formats | Limit | How it's tracked |
|---|---|---|---|
| **PDFs** | PDF | 50 MB per file | Page by page, with time per page |
| **Decks** | Upload as **PDF** | 50 MB per file | Slide by slide, as PDF pages |
| **Images** | PNG, JPG, GIF, WebP (no SVG) | 50 MB per file | Views and time |
| **Videos** | MP4, MOV, M4V, WebM (most other common formats also work) | 2 GB and 60 minutes per video | % watched in 25/50/75/95/100% steps |
| **Links** | Any web page, including YouTube, Vimeo, and Loom | n/a | Clicks |

Notes:

  • A new video takes a few minutes to process before it plays.
  • PowerPoint and Keynote files don't play in the room. Export to PDF first. You can also put a .pptx in the Files area as a download.
  • HTML decks aren't supported at launch.
  • YouTube, Vimeo, and Loom links open in a new tab, and the click is tracked. They don't play inside the room.
  • SVG images aren't accepted (security).
  • Storage limits apply per team. See "Is there a storage limit?" below.

Can I add content after I've sent the link?

Yes. The link stays the same. If "Send update emails to opted-in visitors" is on (room → Content; on by default), visitors who ticked "Email me when new content is added" get an email shortly after. Additions within about 15 minutes are batched into one email. See *04 Tracking and alerts*.

What is the Files area?

Every room has a two-way Files area:

  • You can share files with the prospect (for example, an MSA, a security pack, or a .pptx).
  • Your prospect can upload files back to you (for example, a security questionnaire, an RFP, or signed paperwork).

Allowed file types: PDF, PPT/PPTX, XLS/XLSX, DOC/DOCX, CSV, vCard (.vcf), PNG, JPG, GIF, WebP. The limit is 50 MB per file.

You get an email when a prospect uploads a file, plus a Slack alert if Slack is connected.

Does the Files area have its own password?

Not by default. The Files area uses the room's access setting, so anyone who got into the room can use it. For sensitive exchanges, you can turn on a separate password:

  1. Open the room and go to the Files tab.
  2. Turn on "Require a separate password for files".
  3. BuyerRooms generates a password. Share it with your prospect. You can regenerate it at any time.

Visitors then need that password to open the Files area.

Can I reuse content across rooms?

Yes. Everything you upload goes into your team's shared content library, and you can reuse any item in any room. You can also Duplicate room to copy a whole room. There are no separate templates. On Free, a duplicated room counts as a new room.

Can I edit, unpublish, or delete a room?

  • Edit: change the note, content, branding, or access at any time. The link doesn't change.
  • Unpublish: turns the link off instantly. Visitors see that the room is paused. Content and activity are kept. Click Publish to turn it back on.
  • Delete: removes the room permanently.

The room's creator and the team owner can edit, unpublish, or delete a room. Other teammates can view it read-only.

On Free, unpublished and deleted rooms still count toward your 5 rooms (it's a lifetime count).

How many rooms can I create?

  • Free: up to 5 rooms (lifetime) for one user.
  • Team ($199/year): unlimited rooms.

When you try to create a 6th room on Free, BuyerRooms shows the upgrade screen. See *06 Team and billing*.

Is there a storage limit?

Yes, there are fair-use caps per team. They aren't paid add-ons, and there are no overage charges.

  • Free: 500 MB of documents and files, and 1 hour of video.
  • Team: 5 GB of documents and files, and 10 hours of video, across the whole team.

The owner gets an automatic email at 80%. At 100%, uploads stop until you free up space (for example, by deleting rooms or library items).

Can I set an expiry date on a room?

No. Expiry dates aren't available at launch. Use Unpublish to turn a link off instantly.

Can I use my own domain for room links (e.g. rooms.mycompany.com)?

No. Custom domains aren't available. Room links are always https://buyerrooms.com/r/{room-slug}.

What does my prospect see?

  1. An entry screen with your logo and colors, "Prepared for {Company}", the tracking notice, and the access step (by default, entering their email). There's also an optional checkbox, "Email me when new content is added".
  2. After entering: your note, your content, and the Files area.
  3. A footer with a Your data link (https://buyerrooms.com/your-data) and a Report this room link.

Your prospect doesn't need a BuyerRooms account. Rooms work on phones, tablets, and computers in any modern browser.