Content:
1. Introduction to users' roles, status, and privileges
2. User Roles in Kanbanize
- Default role
- Custom roles
3. How and when to grant user roles?
4. How to change the Role of a user?
5. What is a Workspace manager status?
6. How to grant Users with Admin Privileges?
1. Introduction to users' roles, status, and privileges
The person/user who has registered the Kanbanize account automatically becomes an Account Owner.
The Account Owner has full permissions in the account. Note that the Account Owner status is a privilege that can be granted to any user in the account.
The Account Owner creates the initial account infrastructure: workspaces, boards, roles and invites the first users that will collaborate in the system. During the setup, the Account Owner also manages the global security controls in the system.
Every Kanbanize user should be granted a role: either default or custom. The user role defines the users' board and task permissions as well as allowed actions in the system (add comments/create subtasks/delete subtasks/etc.).
On top of this, users can be granted:
- > The Workspace Manager status: it overrides any previous user role. The user granted this status has full permissions to manage Workspaces (respectively the belonging Boards) to which they are assigned to (check p.5 below).
-> Admin privileges: allow users to manage different account areas such as: integrations setup, system automations (business rules) and payments. Users with the respective admin privileges can create new workspaces and invite new users (check p.6 below).
Note: every user may become an Account Owner or be granted with any or all of the Admin privileges.
2. User Roles in Kanbanize
Regular users are all members of the account without Workspace Manager status or Admin privileges.
Each user can be granted with a different user role that provides permissions or restricts certain actions in the system.
The Account Owners or Workspace Managers grant roles when assigning users to new boards. This also happens during the invitation process.
All user roles are created and stored in the Roles tab of the Administration panel.
There are two types of user roles in the Kanbanize Administration (check Img.1):
- Default role (1)
- Custom role (2)
Img.1
(1) The Default role
The default role cannot be deleted or renamed. Moreover, the system does not allow you to create another role with the same name - "default".
Click on the Role name to open the role configuration panel.
The Default system role is the collection of the following Card/Board Permissions and Allowed Actions in Kanbanize: please, see the checkmarks under the column headers in image 2: Card Permissions, Allowed Actions and Board Permissions
Note: The system allows you to edit the Default role -> just select/deselect the actions you want to grant/restrict and Save your changes.
Img.2
(2) The Custom Roles
Create your Custom user roles prior to sending your account invitations to the users that will collaborate in Kanbanize.
To create a new role - select the Add New Role button to open the Role Configuration Panel.
Using the Role configuration panel (img.3), Account Owners have a flexible choice about Task Permissions, Allowed Actions and Board Permissions which will define the new role they create.
For example: if you checkmark the Card Details box only and save the Role with a name "Restricted", users granted with this role will be able to see the Kanban cards on the board, but the system will not allow them to create/move/edit cards or to perform any other system activities.
Img.3
3. How and when to grant user roles?
- During the invitation process
The system prompts you to select a user role or a Workspace Manager status during the invitation process (please, check p. 1 of the dedicated article). This is why we recommend creating custom roles prior to sending the invites, even though you can always use the "default" role.
- When assigning users to new Boards
When you assign users to a board, you will be also prompted to choose a role.
There are a few ways to assign users to new boards.
Option 1: You can assign users to new boards from the Board Members tab in the Administration panel (img.4).
When you select a user from the "Non-members of the Board" panel and click the Assign Users button, the system will prompt you to select a role.
If the user is already granted a Workspace Manager status, this panel will not appear.
(Img.4)
Option 2: You can assign users to new boards from the Users tab in the Administration panel (img.5).
Click the Registration member settings and select Assigned Boards.
Img.5
When you checkmark the board, you will be prompted to select a role.
4. How to change the Role of a user?
There are two ways to change the role that you have already granted.
Option 1: Using the Board members tab in the Administration panel.
Go to the Members of the Board panel to the right side of the screen and select the pencil icon that belongs to every user to activate the edit mode -> change the role.
Option 2: using the Registration member settings in the Users panel of the Administration.
5. What is a Workspace Manager status?
There are two security controls related to the Workspace manager status at a global account level.
The Security controls can be accessed from the Administration panel and managed by the Account Owners only. They control the Workspace Managers' ability to create new workspaces and boards as well as to delete them. The Account Owner can enable or disable the Security controls during the account setup process.
By default, users with Workspace Managers status have full permissions to manage Workspaces and Boards to which they are assigned to. Once assigned to a Board, the Workspace Manager status will override any previous User role.
The status aims users to:
- edit Boards' 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 the Workspace Manager status.
Option 1: The easiest way to promote users who are already invited to the account and assigned to boards is to open the Administration panel and click the Workspace Managers tab (img.6).
Then choose the respective Workspace (1) and set a checkmark under Workspace Manager (2) for the selected user.
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 the user to the boards.
Img.6
Option 2: Another way is to access the Users tab in the Administration panel.
Click the Registration members settings and 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.
Option 3: You can grant users with Workspace Manager status during the Invitation process.
Please, check p.1 of the dedicated article.
6. How to grant users with Admin Privileges?
The Admin Privileges are system-level permissions that allow users to access and manage different account areas. For example, only when granted with the respective privilege a user can make payments in the account, invite users or manage the integrations with other systems.
There are six Admin privileges that can be granted to any user in your account.
To grant a user with Admin privileges, open the Users tab of the Administration panel. Find the user in the users' list and select the respective icon under the Admin Privileges header (img.7).
Please, select any of the available privileges.
- Account Owner - this privilege overrides any board-level role or a Workspace Manager status.
- Create Team Workspaces
- Make Payments
- Manage Business Rules
- Manage Integrations
- Invite Users
Img.7
