Sharing Kanban Boards
Collaborate with your team by sharing kanban boards. Control exactly what each person can see and do.
Permission Levels
Viewer 👁️
- View the board and cards
- Cannot make any changes
- Cannot add comments
- Best for: Stakeholders, clients needing visibility
Editor ✏️
- Everything Viewers can do, plus:
- Create and edit cards
- Move cards between lists
- Add comments and notes
- Best for: Active team contributors
Admin 👑
- Everything Editors can do, plus:
- Manage board settings
- Add/remove other users
- Create and edit lists
- Set up automations
- Best for: Project managers, team leads
Participant 🎯
- Customizable permissions
- Granular control per action
- Best for: Limited collaborators
Sharing a Board
- Open your kanban board
- Click the Share button (top-right)
- Enter email or select team member
- Choose permission level
- Click Share
Participant Permissions
For fine-grained control, use Participant level:
Cards:
- Create new cards: Yes/No
- Edit existing cards: Yes/No
- Move cards: Yes/No
- Delete cards: Yes/No
Comments:
- Add comments: Yes/No
- Edit own comments: Yes/No
- Delete own comments: Yes/No
Components:
- Add attachments: Yes/No
- Manage components: Yes/No
Tags:
- Add tags: Yes/No
- Remove tags: Yes/No
List-Level Overrides
Override permissions for specific lists:
- Click the list menu (⋮)
- Select Permissions
- Add user-specific overrides
- Save changes
Example: Allow someone to only manage cards in the "Leads" list.
Share Expiration
Set shares to expire automatically:
- When sharing, click Advanced
- Set an expiration date
- The share is automatically revoked after that date
Managing Shares
View and manage all shares:
- Click Share → Manage
- See all current shares
- Change permissions or remove access
Best Practices
- Use least privilege: Give minimum necessary permissions
- Use Participant: For external collaborators needing specific access
- Set expirations: For temporary project members
- Review regularly: Audit shares monthly
