Set permissions and admin controls
Scale safely and manage data securely without putting the brakes on collaboration and getting things done. Learn how to set permissions and administer teams successfully.
Every team needs a digital space where they can easily connect ideas and projects across company silos. Allowing users to be added to a project based on their permission and accessing and creating content freely is key for keeping a healthy business environment.
By having all the control at your fingertips, your team can scale while keeping intellectual property safe within Trello.
In this section you will learn:
- Workspace administration
- Members and guests permissions
- User management with Trello Premium
Do you need to enforce security and privacy across multiple Workspaces? The section below is geared towards Trello Premium users; if you already have a Trello Enterprise account, check out the Trello Enterprise Getting Started Guide - System Admins.
If you would like to sign up for Trello Enterprise or want more information on the Enterprise admin features, contact us here.
With your Workspace created, members invited, boards added, and collaboration in full swing, it’s time to take a moment and go over a few ways you can better administer your Workspace.
Free Workspaces admin features
On a free Workspace, it’s easy to collaborate because all members are granted admin status by default. When everyone on the Workspace has uniform permissions, there are no blockers to team productivity. Here’s what free Workspace admins can do:
Member and guest permissions
- Invite and remove Workspace members
- Create Workspace invite links
- Convert guests into Workspace members
- View and join Workspace-visible and public boards (provided board settings allow self-join)
- Edit Workspace profile information, such as name and description
- Change the Workspace visibility
- Upgrade the Workspace to Premium
- Request to add a Workspace to an Enterprise
- Delete the Workspace
If your Workspace requires more granular permissions, such as managing who is an admin or normal member, changing permissions is available as a Trello Premium feature (see the section below Go Big With Premium).
For free Workspaces (those that haven't upgraded to Trello Premium) being a Workspace admin doesn't grant admin control over Workspace boards—to make changes to other users' boards in your Workspace, you'll need to be invited as a board admin manually.
From your Workspace page, click the “Settings” tab where you can set your Workspace visibility.
Workspace visibility is about whether your Workspace will be indexed by search engines or visible to people outside of the Workspace. Visibility can be set to public or private. This does NOT mean that your private or Workspace visible boards will be suddenly visible to the public. Don’t worry!
However, let’s say you plan on creating a lot of awesome public boards like a product roadmap, a user community board, or a resource board for information about your team or business. In those cases, having a publicly visible Workspace might be right for you since it will provide a dedicated place for your users, customers, and fans to go to check out your public boards.
Setting board permissions
While we already mentioned it in Chapter 2, we think it's always important to reiterate key details regarding board permissions and visibility, so here's a quick recap.
If you are creating a board that is housed within a Workspace, then the default setting is Workspace visible. These are the privacy options by board setting:
- If a board is Workspace visible it means any members of that Workspace can view, join, and edit cards.
- If a board is Private, only members of that specific board can view the board and join and edit cards.
- If a board is Public, anyone with the link to the board can view the board, but only members of the board can edit cards. Note: These boards are indexed by search engines and are publicly visible on the internet.
Learn more here
User management with Trello Premium
As your team grows, you need to make sure that the right people have the right access to Workspace boards. With Trello Premium, Workspace administrators have advanced security features at hand to make sure everything is running smoothly.
In Trello Premium, teams can supercharge their Trello experience with additional paid security and administrative features:
Add another admin to your Workspace: In case you, the Workspace creator, is out for vacation or stuck in a meeting, Admin #2 can carry out the actions that need to happen.
Workspace membership restrictions: Make sure no one outside your company is added to your Workspace by setting Workspace membership restrictions by email domain.
Board creation restrictions: Control who can create private, Workspace visible, and public boards. These can be set to allow any Workspace member, only admins, or nobody. This is really important if you are worried about Workspace members creating public boards.
Board deletion restrictions: The last thing you need is an important board accidentally getting deleted. Set which members of the Workspace can delete private, Workspace visible, and public boards.
Inviting guests to boards: Decide which members can add guests to Workspace boards. An easy way to make sure that no one outside of your Workspace gets added to Workspace boards.
Private board management: As an admin, you can see all the private boards within the Workspace. Even if you’re not explicitly a member of that board, you can you can make changes to any private board within your Workspace
Exporting your data: Having all your boards in one place makes it easy to export all your data at once. On your Workspace page in Trello, click the Export button. You can even include attachments. This will give you a zip file that includes members, boards, and all other data in CSV and JSON formats, that you can open on your desktop.
Curious to see what else comes with Premium? Learn more about Premium.
Do you need to enforce security and privacy across multiple Workspaces? With Trello Enterprise you get an additional layer of user and content management through the System Admin role. See articles: What is an Enterprise Admin? and Enterprise Getting Started Guide - Systems Admins.
Get SAML SSO with Atlassian Access. If you are looking for additional security and centralized administration with SAML single sign-on and Enforced 2FA, Atlassian Access is a separate subscription that your company can enable across all your Atlassian products.
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