You can customize each board's access settings to allow either everyone or specific people to view it. This feature is especially useful when working with specific teams, departments, and external users such as guests or contractors.
In this article, you will learn:
- Use Cases for Private Boards
- How to change board privacy
- How to Add and Remove Board Members
When Should You Use Private Boards
Private boards serve several important purposes. Here are common use cases:
- HR Board - for internal processes
- Evictions Board - for legal purposes
- Multifamily Organization - board permissions for territory-specific assignments
- Sensitive Information - boards with restricted access for select viewers
- Admin To-Do list - for admin only
- Department Specific Processes - Accounts Receivable, Renter Leads, Work Orders
How to Change Board Privacy Settings
You can update the board privacy settings on any board. It can only be set at the board level.
- On the board, click on Members in the bottom left menu.
- Click on Make it Private.
Alternatively, to switch a board back to public, click Make it Public.
How to Add Members to a Private Board
- Click on Members in the bottom left menu.
- Add members to the board by typing in their name. You can add everyone, individual users, or add a whole team.
- Select each member’s permissions.
Permission | Description |
Edit | Able to view, make changes to cards, configure the board, add and remove stages - all of the actions available to update any part of the board |
Comment | Can view all cards but can only comment on cards. Cannot make any changes to the board or card fields. |
Restricted | Cannot view any cards on the board unless they are @mentioned in the comments or a particular filter is selected. Cannot make changes to the board or cards. |
The privacy setting of any board is located to the right of the board title.
Using a Filter to Restrict Access
If you have multiple agents on a board managing different properties, you can set their access to restricted. This helps declutter their view and prevents them from accidentally modifying cards they shouldn't have access to.
- Create a filter on the board. If each agent manages a specific territory, you can create a filter for each agent. You can use any fields on a card to create a filter (See: How to Create a Board Filter).
- Click on Members.
- Add a User.
- From the dropdown, select Restricted.
- Click on the plus icon to select a filter (or several filters) on the board.
- Click on the filter to set the permissions on the filter. Select Edit to allow the user to edit the cards including card fields. Select Comment to allow the user to only comment on cards. They cannot update card fields. Select Remove to remove the filter.
How to Remove a User
- Click on Members.
- Click on the dropdown and select Remove.