The Account Owners have access to the Administration Panel where they control user roles, privileges, board assignees, etc.
1. User Roles in Kanbanize
There are two levels of User Roles in Kanbanize Administration:
- Workspace Managers (1)
- User Role: default or custom (2)
2. Workspace Managers
Workspace Managers have full permission to configure Workspaces and Boards to which they are assigned to. That includes the ability to manage Board assignees.
Once assigned to a Board, the Workspace Manager status will override any previous User role and grant the user with permissions to:
- edit Board workflows
- create Custom Fields
- create Card Types
- create Card Templates
- create Card Tokens
- assign/remove existing users to/from boards; change user roles. Limited to disable, enable or invite new users.
There are several ways to grant a User with Workspace Managers permissions.
-> The easiest way to promote users who are already assigned to boards is to open the Administration panel and click the Workspace Managers tab (img.1).
Then choose the Workspace (1) and set a checkmark under Managers (2).
Make sure that the user is assigned to the Boards which you want them to manage in the respective Workspace. If not, then you should have to assign those users to the boards.
-> Another way is to access the Users panel in the Administration and then click the Registration members settings -> select Assigned Boards. In the "Assign users to boards" panel, you can checkmark the Workspace Manager status and also easily assign the users to any board in the account.
-> You can grant users with Workspace Managers status during the Invitation process.
Please, check p.1 of the dedicated article.
3. User Roles
"Users" are all members of the account without Workspace Managers permissions or Admin privileges. Each user can be granted with a different user role that gives rights or restricts certain actions in the system.
Account Owners or Workspace Managers grant roles to users at the moment they assign them to new boards. This also happens during the invitation process.
User roles can be created and accessed from the Roles tab of the Administration panel.
- Default role
The default role cannot be deleted or renamed. Also, there cannot be another role with the same name - "default".
The Default system role is the collection of the following Card/Board permissions and allowed actions: please, see the checkmarks under the column headers: Card Permissions, Allowed Actions and Board Permissions (Img.2)
Note: To edit the default role -> just select/deselect the actions you want to grant/restrict and save your changes.
- Custom Roles
Create your custom User Roles prior to sending your account invitations.
Using the new panel (img.3), Account Owners have a flexible choice about Task Permissions, Allowed Action and Board Permissions which will define the new role they create.
For example: if you checkmark the Card Details only and save the role, users granted with it will be restricted to create/move/edit cards or to perform any other action in the system.
They will be only allowed to view the boards.
4. How to grant User Roles?
The system prompts you to select a user role or a Workspace Manager status during the invitation process. This is why it is to recommend to create custom roles prior to sending the invites, even though you can always use the "default" one.
When you assign users to a board, you will be also prompted to choose the role.
-> assigning Users from the Board Members tab (img.4)
When you select a user and click the Assign Users button, you will be prompted to select a role.
If the user is already granted with Workspace Managers status, this panel will not appear.
-> assigning users from the Users tab (img.5)
You may choose to assign users from Users panel in the Administration -> Registration member settings -> Assigned Boards.
In this case, when you checkmark the board, you will be prompted to select a role (img.6).
5. How to change the User Role of a board assignee?
There are two ways to change the role that you have already granted.
-> using the Board members tab of the Administration
Go to the Members of the Board panel and select the pencil icon that belongs to every user to activate the edit mode -> change the role.
-> using the Registration member settings in the Users panel of the Administration
6. How to grant a user with Admin Privileges?
The board level roles control what actions the user can or cannot do within the board.
Please note that the Workspace manager role or the Account Owner privilege overrides any board level role.
To grant a user with Admin privileges, open the Users tab of the Administration panel and select No Admin Privileges under # 4.
Please, select any of the available privileges.