Invitations and roles
You invite people by e-mail to a whole workspace or to a single board. Everyone gets an invitation link (valid for 14 days) and joins only when they accept – also people who already have an account. Volunteers, guests and viewers are free. To let a whole group join at once – at a meeting or with a QR code on a notice board – use an invite link.
Invite to a workspace
Section titled “Invite to a workspace”- Open the workspace settings: your avatar (top right) → workspace → Members.
- Enter one or more e-mail addresses and choose a role.
- Send. The result is shown per address, for example invitation sent, already a member or invalid address.
Workspace members see every board that is shared with the workspace.
Invite to a single board
Section titled “Invite to a single board”Open the board → Settings → Members → Add by e-mail, then choose a board role. People invited to a board only become guests: they see this board and nothing else in the workspace.
Pending invitations
Section titled “Pending invitations”Workspace and board settings list invitations that were not yet accepted, with their expiry date. Send again renews the link, Withdraw cancels it. Every invitation is logged.
Accepting an invitation
Section titled “Accepting an invitation”The link in the e-mail opens a page that shows who invited you and to what. You can:
- create an account (no extra confirmation e-mail – the link proves your address);
- sign in with an existing account and join;
- if you are signed in as someone else, sign out first.
People who already have an account also find the invitation on their home page, under For you to answer → Invitations (or Invitations for you when that section is hidden), where they accept or decline it. Confirming your address alone never accepts an invitation. If your organization uses single sign-on, the invitation page offers Continue with SSO.
Workspace roles
Section titled “Workspace roles”| Role | Can | Billed |
|---|---|---|
| Owner | Everything, including deleting the workspace | yes |
| Admin | Manage members, roles and settings | yes |
| Member | Create and edit boards | yes |
| Volunteer | See shared boards, comment, tick checklist items or take one with I’ll do it, mark the cards assigned to them as done | free |
| Viewer | Read only | free |
Volunteers, viewers and guests start in the simple view; everyone can switch it in the profile.
Board roles
Section titled “Board roles”On each board a person has one effective role: Viewer < Contributor < Editor < Admin. Free roles have a ceiling: volunteers and guests are at most contributors, viewers stay viewers. That is why free roles stay free – they can never structure or run a board.
| Board role | Can |
|---|---|
| Viewer | Read the board |
| Contributor | Comment, tick checklist items or take one with I’ll do it, vote, mark the cards assigned to them as done; edit titles, descriptions and checklists of cards they created |
| Editor | Create, edit, move and archive cards and lists; labels, assignees, due dates, custom fields, status updates |
| Admin | Also board settings, members, Power-Ups, export, deletion |
Changes to roles apply immediately, also to open sessions. Someone who loses access is disconnected from the board at once.
Workspace owners and admins manage private boards without seeing their content. To read one anyway, they choose Open (logged) in the workspace settings – every board member sees that in the activity.