If you’ve ever had to show a contract, bank statement, or internal document in a live demo or sales call, you know the stakes get higher. One slip and you could expose something you really, really shouldn’t. This guide is for anyone who needs to show sensitive documents over a screen share—whether you’re demoing software, closing a deal, or running support—and wants to do it without losing sleep.
This isn’t about theory. It’s about practical steps for using Crankwheel safely, minimizing risks, and not relying on wishful thinking or “security by obscurity.” Let’s get into it.
Step 1: Understand What Crankwheel Actually Does (and Doesn’t Do)
Before you share anything, know your tools. Crankwheel is a screen sharing tool—simple, quick, and designed for sales or support calls. It’s not a secure document transfer platform. When you share your screen, you’re showing a live feed of whatever’s on it to the participants. That’s it.
What it does: - Shares your screen, browser tab, or program window in real time. - Lets you control exactly what others see (if you set it up right). - Requires only a browser for your viewer—no downloads.
What it doesn’t do: - It doesn’t encrypt your screen content end-to-end (it’s encrypted in transit, but not like Signal or WhatsApp). - It doesn’t block screenshots or recordings on the viewer’s side. - It doesn’t “lock down” sensitive files.
Bottom line: Crankwheel is good at quick, focused sharing, but don’t treat it like a vault.
Step 2: Only Share What You Intend To—Nothing More
Here’s where most people mess up: they share their whole desktop, then a notification pops up, or they forget what's in another tab. Suddenly, the client sees more than they should.
How to avoid this: - Share a specific browser tab or application window. Don’t click “entire screen” unless you absolutely have to. - Before sharing, close everything you don’t need. That means other tabs, apps, and notifications. - Use a separate browser profile or a private/incognito session just for the session. This keeps your bookmarks, saved logins, and other stuff out of sight.
Pro Tip: If you’re not sure what’s visible, start a session with a trusted colleague, let them play “gotcha,” and see what you missed.
Step 3: Prep the Document Before Sharing
Don’t just open up the source file and hope for the best. Take a minute to prep:
- Redact what you don’t want seen. If you’re showing a PDF or Word doc, use built-in tools to black out sensitive lines. Screenshots with redacted info pasted into a blank doc work well too.
- Export a “safe to share” version. Save a copy with just the relevant info. Don’t risk scrolling past something private.
- Zoom in. If you only need to show one section, zoom in so the rest is off-screen.
- Double-check for metadata. Sometimes filenames, author info, or comments can give away more than you think. A quick PDF export often strips this out.
What to ignore: Don’t trust that just because a window is minimized, it can’t appear. If it’s open and you share your whole screen, it’s fair game.
Step 4: Use Crankwheel’s Features Wisely
Crankwheel gives you a few ways to control what you share. Use them.
- Pick “Share a browser tab” or “Share an application window.” This is safer than sharing the whole screen.
- Use the Preview. Crankwheel lets you see what your viewer sees. Check this before diving in.
- Pause or stop the share if you need to regroup. Don’t be afraid to say, “Hang on, let me pull up the right doc,” and pause sharing while you get set.
What doesn’t work: Don’t rely on speed. Clicking away fast or dragging a window off-screen is no substitute for prepping in advance.
Step 5: Control the Viewing Experience
You can’t stop someone from taking a screenshot, but you can make it harder to misuse what you share.
- Don’t leave the document up longer than necessary. Show only what you need, then stop sharing or switch tabs.
- Keep private info off-screen. This sounds obvious, but accidental scrolls or pop-ups can ruin your day.
- Narrate as you go. Explain what you’re showing—this keeps the focus on your voice and the doc, and discourages silent snooping.
- Disable notifications. Use Do Not Disturb mode or quit chat apps. You don’t want a message from your spouse or boss showing up mid-demo.
Pro Tip: If you’re demoing something really sensitive, consider using watermarks with the viewer’s name or the date. It won’t stop screenshots but it does make misuse less tempting.
Step 6: Have a Backup Plan for Document Delivery
Sometimes you need to transfer the actual file after the call. Don’t do it over chat in the screen share tool.
- Use secure file transfer services. Options like Dropbox, Google Drive (with sharing controls), or even encrypted email are better than tossing a file into a chat window.
- Set permissions and expirations. Give access only to the people who need it, and set the link to expire.
- Password protect the file when possible, and send the password via a separate channel (text, phone, etc.).
What to ignore: Avoid “emailing yourself and forwarding” files. It’s messy and tracks are hard to erase.
Step 7: Debrief and Learn After Each Session
Nobody gets it perfect the first time. After your screen share, take 60 seconds to check:
- Did you accidentally show anything you wish you hadn’t?
- Did the viewer ask for a copy of the doc? How did you handle it?
- Did you notice any pop-ups or leaks?
Make a note and tweak your process for next time. This is how you stay sharp and avoid repeat mistakes.
What to Absolutely Avoid
A few “please don’t” moves to keep you out of trouble:
- Never share your whole desktop if sensitive info is open elsewhere.
- Don’t trust “security by obscurity.” Just because you move a window aside or scroll fast doesn’t mean it’s safe.
- Don’t let someone else take remote control if there’s sensitive info on your machine.
- Never assume a screen share is private—recordings and screenshots are always possible.
Keep It Simple, and Iterate
You don’t need a 50-page policy to protect your docs in a screen share. Just slow down, prep your files, and use Crankwheel’s controls to your advantage. It’s a lot easier to prevent a leak ahead of time than to put out fires after one.
The process gets easier each time you do it—so start simple, pay attention to what works, and adjust as you go. Remember: it’s your job to control what others see. Don’t leave it to chance.