Managing user roles and permissions is essential for maintaining control and ensuring that only the right people can adjust specific features and functions within your Workspace or Family Space. Space admins and board admins can set permissions at two levels: Space permissions and Board permissions.
Space Permissions (see full breakdown below):
Guests - can access the space on a read-only basis.
Members - are active participants who can contribute to tasks and projects.
Admins - have the ability to manage the space and add new members as needed.
Board Permissions (see full breakdown below):
Viewers - can access boards on a read-only basis. This option is available for Workspace (Teams) users only.
Members - actively participate in board activities.
Admins - can manage boards and add new members.
Setting permissions is straightforward, giving you complete control over your space's boards and members to ensure smooth and secure collaboration.
👥 Space permissions and user roles for your Family Space/Workspace
Space admins can easily set permissions for their members using the web or desktop apps. By default, the admin is the person who created the space, but you can change the admin at any time by adjusting permissions or adding new admins as needed (keep in mind though that admins have full access to all billing and payment settings).
Within your space, you can assign the following permission levels:
Space Permissions | Admins | Members | Guests |
View boards section tasks and tasks details | ✔ | ✔ | ✔ |
Edit boards, board section tasks, and tasks details | ✔ | ✔ | ✔ |
Create new boards and Browse boards | ✔ | ✔ | ✘ |
Access space management (Add space members or delete a space) | ✔ | ✘ | ✘ |
Setting these permissions allows you to control how each member interacts with your space, ensuring that everyone has the appropriate level of access to collaborate effectively.
🔐 How to set/edit user roles and permissions for your space
To change the permission levels of your space members, simply log into your Workspace/Family Admin account using the web or desktop apps and follow the steps below:
Open the settings menu from the top left settings icon/ profile image next to your profile name.
Select “Manage space” (If you have more than 1 space select which one you would like to manage from the top left arrow).
On the right side of each user you can press on the arrow to change the permission level.
📋 Board permissions and user roles in your Family Space/Workspace
Board admins can set permissions for individual boards, adding an extra layer of control for specific projects. By default, the board creator is the admin, but you can change this by adjusting permissions or adding more admins who will have full control over the board. While board admins manage their own boards, they don’t have authority over the entire space.
Within each board, admins can assign the following permission levels:
Board Permissions | Admins | Members | Viewers | External Viewers (for Workspace only) |
View boards section tasks and tasks details | ✔ | ✔ | ✔ | ✔ |
Edit boards, board section tasks, and tasks details | ✔ | ✔ | ✘ | ✘ |
Create new boards/ tasks | ✔ | ✔ | ✘ | ✘ |
Open member permissions menu | ✔ | ✔ | ✘ | ✘ |
Add members to boards | ✔ | ✔ | ✘ | ✘ |
Remove board members, Archive board, Make board private (for Workspace only) | ✔ | ✘ | ✘ | ✘ |
Save as template (Workspace only) | ✔ | ✘ | ✘ | ✘ |
View archived items | ✔ | ✘ | ✘ | ✘ |
Additionally, board admins can set privacy preferences to control who can archive or delete a board and determine whether the board is private or public as needed. This flexibility ensures that each project has the appropriate level of access and security, allowing for effective and organized collaboration.
🔏 How to set/edit user roles and permissions for your boards
To change the permission levels of your space members, simply log into your Workspace/Family Admin account and follow the steps below per your preferred device:
💻 How to set board user roles on Web/desktop
💻 How to set board user roles on Web/desktop
Open a specific board.
If you already have members on your board press the blue plus next to the members pictures. If your boards doesn’t have members press the gray + ” Invite board members”.
From this menu you can set permissions from the right options
📱How to set board user roles on iOS/Android
📱How to set board user roles on iOS/Android
Open a board.
Press the blue “Add members” if you already have members press the 3 dots menu and select “Members”.
From this menu you can set permissions from the right options.
🛡️ How to set/edit your board's privacy settings
Board admins can customize privacy settings to control how their boards are managed and accessed. Using the web or desktop apps, you can limit who has the ability to archive or delete a board, ensuring that only authorized users can make these changes.
Additionally, you can set your board to be private or public through both the mobile and desktop apps, depending on your needs. These privacy preferences provide you with more control over your board's activity, helping to keep your projects organized and secure.
💻 How to set board permissions on Web/desktop
💻 How to set board permissions on Web/desktop
Open a specific board.
Click on the 3 dots menu and open the Privacy and Permissions menu.
From this menu you can toggle on "Only Admins can archive tasks" or "Only Admins can delete tasks" or "Make the board private".
📱How to set board permissions on iOS/ Android
📱How to set board permissions on iOS/ Android
Tap on the 3 dots menu
Select "Convert to private".
💡 To learn more about private boards and how to create/manage them, see here.
🎯 FAQs
👥 What are the different user roles available in a Space?
👥 What are the different user roles available in a Space?
In a Space, you can assign three main roles:
Guests: Can access the Space on a read-only basis.
Members: Actively participate by contributing to tasks and projects.
Admins: Manage the Space, including adding or removing members and handling billing.
👤 How do I assign roles to members in my Space?
👤 How do I assign roles to members in my Space?
Admins can assign roles through the Space Management screen in the web or desktop apps. Simply navigate to the member management section, select the member you want to assign a role to, and choose the appropriate permission level from the available options as detailed here.
🧐 Can I change a member's role after they have been added to my space?
🧐 Can I change a member's role after they have been added to my space?
Yes, space admins can change a member’s role at any time as detailed here.
⚙️ What permissions do Admins have in a Space?
⚙️ What permissions do Admins have in a Space?
Admins have full control over the Space. They can manage all settings, add or remove members, assign roles, handle billing information, and make any necessary changes to ensure the Space operates smoothly.
🤔 How do Board permissions differ from Space permissions?
🤔 How do Board permissions differ from Space permissions?
Space permissions apply to the entire Space, controlling overall access and roles. Board permissions are specific to individual boards within the Space, allowing for more granular control over who can view or edit each board.
🪧 Can I set different permissions for different boards?
🪧 Can I set different permissions for different boards?
Yes, board admins can set unique permissions for each board. This allows you to control access and roles on a per-board basis, ensuring that only the right people can view or modify specific projects.
🔑 How do I add a new Admin to my Space?
🔑 How do I add a new Admin to my Space?
To add a new Admin, go to the Space Management screen, select the member you want to promote, and change their role to Admin as detailed here. Ensure that you trust the person with full access to manage the Space.
🆚 What is the difference between a Member and a Guest?
🆚 What is the difference between a Member and a Guest?
Members can actively contribute to tasks and projects within the Space, while Guests have read-only access, allowing them to view content without making any changes.
🆚 What is the difference between a Guest and an External Viewer?
🆚 What is the difference between a Guest and an External Viewer?
External viewers (Workspace feature only) have the option to access boards that were set for public viewing, via a public link. They do not have access to the entire workspace or all task-fields. Guests have read-only access to the Workspace, allowing them to view all content in full (except for private boards), without making any changes.
❌ How do I remove Admin permissions from a member?
❌ How do I remove Admin permissions from a member?
Admins can revoke Admin permissions by navigating to the Space Management screen, selecting the member, and changing their role from Admin to Member or Guest, depending on the desired level of access. For more details, see here.
⛔ Can I restrict who can archive or delete a board?
⛔ Can I restrict who can archive or delete a board?
Yes, board admins can set privacy preferences to limit who has the ability to archive or delete a board. This can be done through the board’s settings in the web or desktop apps as detailed here.
🔒 How do I set a board to be private or public?
🔒 How do I set a board to be private or public?
Board admins can toggle a board’s privacy settings between private and public using the mobile or desktop apps. This controls whether the board is accessible to all members or restricted to specific users. To learn more about private boards see here.
🤔 Can Board Admins manage Space settings?
🤔 Can Board Admins manage Space settings?
No, Board Admins can only manage settings related to their specific boards. They do not have access to overall Space settings, which are controlled by Space Admins.
🧾 Do only Space Admins have access to billing details?
🧾 Do only Space Admins have access to billing details?
Yes, only Space Admins have access to billing details and can manage payment settings within the Space Management screen.
💳 How can I manage billing information for my Space?
💳 How can I manage billing information for my Space?
Admins can manage billing information through the Space Management screen. Here, you can view plan details, access invoices, set billing emails, and update payment methods as needed. For more details about billing and subscriptions, please see here.