Boards and Projects: Rights Management and Access


Accessing a Board

The right to access a board is granted by:

  • Letting someone know the URL

  • Inviting someone via the 'Share' board dialogue to the board

  • Adding someone as a pro user to the project the board is in 


  • Board passphrase:

    • the participant doesn’t have an account

    • the participant is not logged in

    • the participant is logged in but wasn’t explicitly invited via the 'Share' board dialogue (ie. they are accessing the board via its URL)

    • In case a board is protected by a passphrase, then a participant must provide it when:

In all cases when someone explicitly invites a user as a board participant within the 'Share' board dialogue, the user doesn’t need to provide the passphrase.

  • Project passphrase:

    • If you apply a passphrase to a project, all boards created in the project automatically require the passphrase. You can not create an individual passphrase for a board inside a project, you can only create a passphrase for the entire project. A passphrase may be applied to individual boards that do not exist within a project. 

Accessing a Project

  • Full access: pro user was added as a participant to the project:

    • All boards and participants are visible.

  • Limited access: user was added to at least one board that is inside a project:

    • Boards without allowed access

    • Project participants

    • Boards with allowed access

    • Participants on boards with allowed access

    • Project owner, project creation date, last change date

    • The project folder will be visible in the boards overview -  and the user may open the project to access the allowed board(s).

    • Not Visible:

    • Visible:

Working with a Board

When a board is shared the board owner can set different board access roles which determine the rights and thus possibilities a given participant has on the board.

Click here for all information about the Board Access Roles and their rights.

Only board owners may delete a board. All other participants may leave a board, and the board will no longer be visible or accessible. In case the user is a participant of a project, the user may not leave individual boards within the project, but can leave the entire project via the project settings tab.

Working with a Project 

Project’s owner (creator) allowed actions:

  • Change the project’s passphrase

  • Delete the project

  • Remove participants from project


Full project participants allowed actions:

  • Changing the project’s name

  • Adding further project participants

  • Removing self from project


Project participants with limited access (access to some boards):

  • Move a board to the project 

  • Remove a board from a project 

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