Share a board and choose who can open it

Make a board private, open it to its team, the teams below or everyone, or share it with a person, a team or a role.

In short

An organization board is open to people in two ways. One is by who it is open to: its team, its team and the teams below, everyone, or nobody but the people it names. The other is by shares that name a person, a team or a role. What anyone can do is never more than their organization role allows.

Before you start

• Who: only people who manage the board can change who it is open to. Anyone else sees the "Visible to" line only.
• Plan: every plan. In an organization, changing cards is a paid seat and a read-only member is free up to a number the plan gives (see Plan & usage).
• First: the board must be in an organization, and for the team choices it must be filed under a team. A personal board cannot be shared; move it to an organization first.

Steps

1. Open the board and press "Share" - its label names who can see the board, such as "Share · Team" - or press the "Visible to" line where it shows. Board settings › People › Who can open this board is the same.
2. Under "Who can open it", choose "Private", "Team", "Team and below", "Everyone" or "Read-only for others". The team choices need the board filed under a team: set it in Board settings › People › Where it lives.
3. To add someone, type a name, a team or a role under "Add a person, team or role", choose the level and, if it should end, "Access until".
4. Press "Add".

Result: changes apply at once. Each row shows the level, who gave it and when, and a note where someone's role lowers it.

To check who can see the board, press "Who can see it" in Board settings › People › Who can open this board and choose Excel or PDF. The file lists every person the board is open to, what they can do and why - the board's team, a share with them, their team, their role or a guest's place - and marks where their role lowers it. Only people who manage the board can download it.

Good to know

• Someone whose role only reads boards gets Comment at most from a share, because changing cards takes a paid seat.
• A board in a Personal Workspace is its owner's alone. A hiring board, and a board that tracks one API project, follow the organization's roles and are not shared on their own.
• A team or a role gets Edit at most, a share with an end gives Edit at most, and you never give more than you hold. See /help/organizations/sharing.
• "Team and below" opens the board to its team and every team under it, so one board can serve a department without a copy per team.
• To invite someone who is not a member, type their email address. Then choose "Invite and share" (as a member, with the default role) or "As a guest" (this board only - see /help/boards/board-guests).
• "My team" among the quick filters shows only the cards assigned to people in your team and the teams below it.
• Defaults: a new board starts as its maker chose, else as its team's default, else as the organization's "How new things start" (see /help/organizations/sharing).
• What happens next: a person you add is told that you shared the board, and finds it in their Boards list. Removing a share takes the board from their lists and search at once.
• To undo: change the level from the row, remove the row, or make the board "Private".

Ask for access, and boards closed to you

A link to a board that is not open to you shows that it is not open to you. If you were part of its work, you can ask its managers for access at a level, with a line; they "Share" or "Decline". On a board you can open, "Ask for more access" asks for a higher level.

A holder of Manage all finds, in the Boards list menu, how many boards are closed to them, with who made each and when but never its name. "Open with Manage all" asks for a reason, gives them Manage and keeps the reason on the board for good. When nobody manages a board, its people see "Nobody manages this board", and a holder of Manage all can give it a manager.

Taking it away

Several things take the board away from someone at once. They are making the board private, removing or lowering a share, and filing the board under another team. They are also moving the board, a share ending, and someone leaving their team or losing their role. It leaves their lists, search, Home, reports and the assistant, a board they have open closes, and what their inbox said about its cards is removed.

Making the board private does not close public card links, forms and guests. Each has its own place in the board's settings, and the organization's Access › Outside access lists them all.

If something goes wrong

• "A personal board is yours alone. Move it to an organization to share it."
• "File this board under a team first: this choice opens it to that team."
• "You cannot give someone more than you hold on this board yourself."
• "Access that ends lets someone change cards at most. Managing a board has no end date."
• "You cannot share a board with yourself, raise your own access or change when it ends. Ask someone else who manages the board."
• "Your request for access was declined. You can ask again on" a date.

Related

• /help/organizations/sharing
• /help/boards/board-guests
• /help/boards/move-and-archive