Access & permissions
Who can see something, and who can change it. Two things decide: your role, and where the thing lives.
#What each kind of item allows
Find the thing you're working with. "Its place" means the workspace, or the Space it lives in.
| Item | Who can see it | Who can change it |
|---|---|---|
| Tasks, projects, milestones | Everyone who sees its place. Guests only in the Spaces they're added to, and never a task marked Internal. | Admins and members. Guests can't. |
| Docs, views, dashboards | Only me: just its owner, not even an admin. Everyone: everyone who sees its place. | Only me: its owner. Everyone: any admin or member who sees its place, unless Who can edit is Admins only. |
| Chat channels | Everyone who sees its place. | Admins and members start one. Its creator and admins change or delete it. Guests can post in the channels they see. |
| Comments | Everyone who sees the task, except Internal notes, which guests never see. | You edit your own. You delete your own, and admins delete anyone's. Guests can comment. |
| Spaces | Open: all admins and members, plus the guests added. Private: only the people added. | Admins, and the member who started it. Admins delete one once it's empty. |
| Labels, statuses, priorities, task types, custom fields | Everyone in the workspace. A guest sees only the labels on tasks they can see, and no field marked Hidden from guests. | Admins. |
| Members and roles | Admins and members see everyone. Guests see the people in their Spaces. | Admins invite, change roles and remove people. |
| Workspace settings | Admins and members. | Admins. |
| Billing, handing on and deleting the workspace | The owner. | The owner. |
#Roles
What each role can do. One person is the workspace's owner, and is always an admin too. See Workspaces & people.
| Action | Owner | Admin | Member | Guest |
|---|---|---|---|---|
| Create and edit tasks, projects, milestones, docs, views and dashboards | Yes | Yes | Yes | No |
| Comment and chat | Yes | Yes | Yes | Yes |
| Start a Space | Yes | Yes | Yes | No |
| Add people to a Space | Yes | Yes | Its starter | No |
| Invite someone new | Yes | Yes | No | No |
| Change roles, remove people | Yes | Yes | No | No |
| Change statuses, priorities, types, labels and custom fields | Yes | Yes | No | No |
| Change the workspace's settings | Yes | Yes | No | No |
| Billing, hand over, delete the workspace | Yes | No | No | No |
Its starter means a member can add people who are already in the workspace to a Space they started. They can't add people to anyone else's Space, and only an admin can bring someone new into the workspace.
#Places
Where something lives decides who sees inside. See Spaces & sharing for how to move things.
| Place | Owner | Admin | Member | Guest |
|---|---|---|---|---|
| The workspace | Sees | Sees | Sees | Never |
| An open Space | Sees | Sees | Sees | If added |
| A private Space | If added | If added | If added | If added |
A doc, view or dashboard marked Only me is a different kind of place: only the person who owns it sees it, whatever their role. Its owner, the workspace's owner or an admin can change that. See Private items and owners.
#Hiding things from guests
Guests only see the Spaces they're added to. Inside a Space, these keep something back from them.
| To hide | What it hides | Where you set it |
|---|---|---|
| A task | The task, its comments and its activity. | Mark it Internal. See Tasks. |
| A comment | That comment. | Write it as an Internal note. See Comments & mentions. |
| A custom field | The field and its values on every task. | Set it to Hidden from guests. See Custom fields. |
| A doc, view or dashboard | It, from everyone but its owner. | Keep it Only me. |
| A whole Space | Everything in it, from anyone not added. | Make the Space Private. |
Before you invite anyone, use Preview as guest in a Space's ••• menu to see exactly what a guest would see there.
#I want to...
#Share work with a client
- Make a Space and choose Private.
- Move the project into it.
- Invite the client as a guest. Guests are free.
- Mark anything they shouldn't see as Internal, then check it with Preview as guest.
#Keep a doc to myself
- Open its access chip, next to its name.
- Set Who to Only me.
#Let only admins change a shared doc
- Open the access chip of a shared doc, view or dashboard.
- Set Who can edit to Admins only. Only admins can change this, and from then on only admins can edit it, its owner included.
#Hand over a leaver's work
- Open Settings → Workspace Members.
- Choose Remove from workspace on their row.
- Pick Hand them to someone. They then own the leaver's docs, views and dashboards.
See also Workspaces & people and Spaces & sharing.