Roles & permissions

A role under Settings > Roles decides what someone can see and change, board by board. It sits on top of their workspace role, which only decides who can change the workspace itself.

Before you start

• Only owners and admins can open Settings > Roles.
• Creating a new role needs the Growth plan. On every plan you can edit the roles your workspace came with.

Things to know

• New workspaces come with four roles: Admin, Member, Guest and Editor. Admin is locked and can't be edited.
• Each member holds one role. Owners and admins can always see and do everything.
• A member with no role takes the Default role set in Settings > Security. With no default role, they can see and edit records on every board.
• A workspace role of Member is not read-only. To limit what someone sees, give them a role.

Create a role

1. Go to Settings > Roles.
2. Click New role.
3. Type a name.
4. Set its permissions, as below.
5. Click Save.

Set what a role can do

1. Go to Settings > Roles and click the role.
2. On the Permissions tab, set:
   • Boards, All boards: See records on all boards, Edit records on all boards, Delete records on all boards and Destroy records on all boards.
   • Limit to records they own: people see only records they created, or where they are the assignee or owner.
   • Settings: Full settings access, or just Data Model, Billing and Messages: shared mailboxes.
   • Actions: Full actions access, or just Upload Files, Download Files, Send Email and Sync Account.
3. Click Save.

Set rules for one board

A rule for one board overrides the all-boards settings on that board.

1. On the role's Permissions tab, under Per board, click Add rule.
2. Choose a board.
3. Grant or revoke what the role can do on that board.
4. Click Finish, then Save.

To drop a rule, open the menu on its row and click Remove rule.

Give a role to people

1. Open the role in Settings > Roles.
2. Go to the Assignment tab.
3. Click Assign to member and pick a person.
4. Click Confirm.

Rename or delete a role

On the role's Settings tab you can change its name, icon and description, and switch off Assignable to workspace members. Under Danger zone, Delete role moves its members to a role you choose.

Change someone's workspace role

1. Go to Settings > Members and click the person.
2. Under Access, pick a new Role, then click Change role.

The owner's role can't be changed, and you can't change your own. To hand over ownership, the owner clicks Transfer ownership under Danger zone on the new owner's page. They become the owner and you become an admin.

Related

• Invite your team
• Security settings
• Team access
• Share a board with people