Roles & Permissions
Four roles, each with a precise set of capabilities. Pick the right one per person and your workspace stays both productive and safe.
Overview
Every workspace member has exactly one role. Roles control what they can see, edit, and manage. You can change anyone's role at any time, and changes take effect instantly.
The four roles
Admin
Full control — billing, plan, members, workspace settings, SSO, audit logs. Reserve for 2–3 trusted people.
Member
The everyday role. Creates boards and cards, invites guests, runs automations. Cannot touch billing or members.
Viewer
Read-only across boards they're added to. Can still comment and @-mention — useful for execs and stakeholders.
Guest
External-only. Sees just the boards you invite them to — never your workspace. Free on Pro+, up to 5 per paid seat.
Permissions matrix
Exactly what each role can and cannot do:
| Capability | Admin | Member | Viewer | Guest |
|---|---|---|---|---|
| Manage billing & plan | ✓ | — | — | — |
| Add / remove members | ✓ | — | — | — |
| Edit workspace settings | ✓ | — | — | — |
| Create boards | ✓ | ✓ | — | — |
| Create & edit cards | ✓ | ✓ | — | ✓ |
| Invite guest collaborators | ✓ | ✓ | — | — |
| Comment & react | ✓ | ✓ | ✓ | ✓ |
| Read-only access | — | — | ✓ | — |
Changing a role
Open workspace settings
Click your workspace name in the sidebar, then choose "Members."
Find the person
Search by name or email. The members list is paginated 25 at a time.
Click their role chip
A dropdown opens with the four role options. Hover any option to see what changes.
Confirm
Role takes effect immediately. The person sees a banner on next page load explaining the change.
Best practices
At least two Admins
Single-Admin workspaces break if that person is locked out or leaves. Always keep a backup.
Default to Member
Resist promoting people to Admin unless they actually manage billing or members.
Viewer for stakeholders
Execs and clients usually just want to watch. Viewer keeps them informed without risk.
Guest over Member for externals
Contractors, agencies, clients — Guest is almost always the right call. Free and safer.
Need finer-grained control?
Business plans support custom roles with per-capability toggles, plus per-board overrides for sensitive workflows.
Custom roles (Business)Was this article helpful?
Let us know how we can improve