Board members, roles and access

Choose who is on a board, give each person a board role, decide which cards members see, and learn what each role can do.

Boards are shared with their members only. Each member has a board role, from Project manager, who runs the board, to Guest, who only reads. The project manager also decides whether members see every card or only their own.

Who can use it: Everyone on a board can open Members and roles to see who's on it. Adding and removing people, changing board roles and choosing who sees which cards is for the board's project manager, and needs the Manage board members permission (Owners, Admins and Members by default). Owners and admins see every board and act as its project manager. Anyone else sees the dialog read-only, with "Only the project manager changes who's on it." See Roles and permissions.
Before you start: People must be in the workspace before you can add them to a board (Members and invites).

Open Members and roles

On a board, click the row of faces next to the board's settings button, or open the ⋯ menu and choose Members and roles. You can also click Manage on the Members panel of the Overview tab.

The Members and roles dialog for Q4 website launch: Who sees which cards set to Only their cards, five members with their board roles, and the note that everyone in the workspace is on this board

The dialog lists every member with the number of cards assigned to them, their board role and a button to remove them.

Board roles

Board role	What it's for
Project manager	Runs the board: members, roles, statuses, and assigns any card.
Designer	Design work: visuals, creatives, layouts.
Developer	Build work: code, integrations, fixes.
Copywriter	Words: captions, articles, scripts.
Marketer	Campaigns, posting and promotion.
Sales	Leads and deals.
Reviewer	Reviews and approves work.
Member	Works on the cards they're given.
Guest	Reads the cards they can see; changes nothing.

Designer, Developer, Copywriter, Marketer, Sales, Reviewer and Member all work the same way; the name says what the person does on this board. A board can have several project managers, and always keeps at least one.

What each board role can do

Action	Project manager	Work roles (Designer … Member)	Guest
See the board	Yes	Yes	Yes
See cards	Every card	Every card, or only their own (see below)	Same as work roles
Add cards	Yes	Yes	No
Edit, move and attach files to a card	Every card	Cards they created or are assigned to	No
Assign people to a card	Every card	Cards they created	No
Delete a card	Every card	Cards they created	No
Comment	Yes	On cards they can see	On cards they can see
Save views	Yes	Yes	Yes
Change board settings, statuses, dates, lead and milestones	Yes	No	No
Manage members and roles	Yes	No	No
Share public links	Yes	No	No
Delete the board	Yes, with Delete boards	No	No

Your workspace role applies on top of this: a board role never gives you more than your workspace permissions allow. For example, a Viewer added as a project manager still can't change anything, because the Viewer role can't edit cards. The workspace permissions for boards are listed below.

Change someone's board role

In the dialog, open the select next to the person and choose a role. The change applies straight away.

The board role list open for Jonah Weiss: Project manager, Designer, Developer (ticked), Copywriter, Marketer, Sales, Reviewer, Member and Guest

If they're the board's only project manager, the change is refused with "A board needs a project manager. Make someone else one first."

Add someone to a board

Choose the person and their role

Under Add someone, pick a person in Choose a workspace member and their board role (it starts on Member).

The Add someone row on Social content with Tomás Herrera chosen as a Guest, next to the Add button

Add them

Click Add. A message confirms it, for example "Added Tomás Herrera" with "Guest on Social content." under it. The board now shows up on their Kanban page.

When everyone in the workspace is already on the board, the dialog says "Everyone in the workspace is on this board. Invite more people in Settings → Members." See Members and invites.

Remove someone from a board

Click the remove button at the end of the person's row and confirm with Remove from board. They lose access to the board, and any cards assigned to them become unassigned (each of those cards notes it in its activity).

The confirmation Remove Tomás Herrera from Q4 website launch? They lose access to the board, and their 1 card becomes unassigned.

The board's only project manager can't be removed until someone else is made project manager.

Choose who sees which cards

Under Who sees which cards, choose:

Only their cards: members see the cards they're assigned to or made. The project manager sees every card.
Every card: everyone on the board sees every card; they still change only the ones they're on.

New boards start on Every card. With Only their cards, numbers on the board (counts, progress, the overview) cover only the cards each person can see.

Public links show every card

A board's public link shows every card on it, whichever option you choose here. See Share a board or card with a public link.

What people see without access

A person who isn't on a board doesn't see it on the Kanban page. If they open a link to it, they see You're not on this board ("Boards are shared with their members only. Ask the board's project manager to add you.") and an All boards button.

You're not on this board, with an All boards button

Guests, and anyone whose workspace role can't add or edit cards, see a View only notice under the tabs: "Your role can view this board but not add, edit or move its cards." New task is greyed out, there's no composer or Add task, and cards can't be dragged.

Q4 website launch for a guest: the board status as a plain label, New task greyed out and the View only notice above the columns

Members who can't change the board still open Members and roles to see who's on it, without the selects, remove buttons or Add someone:

Members and roles read-only, with each person's board role as a label and the note Only the project manager changes who's on it

A card on a board where members see only their own cards says This card isn't shared with you to anyone else who opens its link, with Back to the board.

Workspace permissions for boards

Workspace roles decide what people can do on any board, on top of their board role. Owners and admins can change them in Settings → Members & roles (Roles and permissions).

Permission	What it allows	Owner	Admin	Member	Viewer
View boards	See the boards they're a member of and the cards on them they're allowed to see. Owners and admins see every board.	Yes	Yes	Yes	Yes
Add cards	Add tasks, posts, leads and campaigns to a board, including from a contact's record.	Yes	Yes	Yes	No
Edit and move cards	Change a card's fields, checklist and linked contacts, and move it between statuses.	Yes	Yes	Yes	No
Comment on cards	Write comments on cards for the team.	Yes	Yes	Yes	No
Schedule and publish posts	Schedule social posts, publish them now or take them off the schedule.	Yes	Yes	Yes	No
Save board views	Save filters, sorting and grouping as a view on a board, and rename or remove saved views.	Yes	Yes	Yes	No
Delete cards	Delete cards and everything on them.	Yes	Yes	Yes	No
Manage boards	Create boards, rename them and add, edit, reorder or remove their statuses.	Yes	Yes	Yes	No
Manage board members	On boards they run as project manager: add and remove people, set their board roles and choose who sees which cards.	Yes	Yes	Yes	No
Share public links	On boards they run as project manager: create, reset and turn off view-only links to the whole board or to single cards.	Yes	Yes	Yes	No
Delete boards	Delete a board with all of its cards.	Yes	Yes	No	No

When a role can't do something, its buttons stay visible but greyed out (such as New board, New task, Move to and Schedule), menu items it can't use are hidden, and keyboard shortcuts for them do nothing.

Board members, roles and access

Open Members and roles