Manage Members in your Organization

Access

Only the Organization Owner or paid licensed members with the Organization Member Management permission can access this area.

1. From the left navigation, click on your Organization (icon at the bottom/left that should show your organization logo or two letter characters)
2. This will open the Organization panel, click Member Licenses & Permissions

Use

This area is ideal to view and manage all the members in your organization. Don’t forget that this area is only available to access by the Organization Owner, who is always listed at the top with the Organization Owner badge and any paid licensed users who have been granted the permission we will show you later in this article called Organization Member Management.

In the screenshot above we will explain the four numbered sections (1 to 4):

1. The number of available paid and free licenses is always clearly displayed so you know exactly how many licenses are available to manage.
2. Click the Add Member will open the Add Member option in the left navigation panel, just like it would work if you clicked the Add Member icon from that left navigation. The search box will help you find members using their first name, last name, or email.
3. Your licenses are split between paid and free using this switcher to manage either your paid or free licenses. Under each you can promote to paid or demote to free to move members between paid and free. We will show you below the option to promote/demote your members.
4. Clicking the icon on the left of any member, except the Organization Owner or yourself, you can manage their license access with these options: demote to Free Guest or promote to Paid License, Remove from All Boards, and Remove from Organization (see screenshot below when clicking on a paid member.

Permissions

We currently provide 5 permissions. The Organization Owner always has all 5 permissions and nobody can modify these. For all other paid licensed members (not free guests) you can manage the permissions and assign exactly what you need for each member. Each permission is represented with a specific badge to help you at a glance know which permission is already assigned to each member.

As shown above, under Permissions, you can set these 5 permissions that show as badges :

1. Add/Administer Boards
2. Plan & Billing
3. Advanced Features
4. Security
5. Organization Member Management

These permissions use a toggle to enable or disable that permission. Now let’s explain each of these permissions…

The Add Board/Administer Boards, when enabled, lets this paid licensed member add new boards and, by default, become the Administrator of that board. If you want certain members to be Administrators of existing boards but not create new ones, then keep this permission disabled.

The Plan & Billing, when enabled, lets this paid licensed member access the current billing information and the ability to make purchases and subscription changes for the organization. This is ideal for giving to the person in charge of managing your software purchases for your organization.

The Advanced Features permission, when enabled, lets this licensed member manage organizational settings. A good example is custom fields, any administrator can use existing custom fields on a board, but only the person with this permission can create and modify the custom fields for the entire organization.

The Security permission, when enabled, lets this licensed member manage security settings like the API credentials, integrations (No-Code and Zapier) and SSO (Single Sign-On). Only someone with this permission can generate the API key for the organization and manage your integrations.

The Organization Member Management permission, when enabled, lets this licensed member manage members on this screen. Only someone with this permission can access this screen. Please note that as a security measure having this access lets you update all members within the organization except the Organization Owner and yourself.

We have created these permissions to relieve the Organization Owner from having to do everything. Although the Organization Owner will always have access to everything, they can now choose to delegate certain functions previously only available to Organization Owners. If you delegate all permissions, then you have technically created a second Organization, which is ideal for having a backup.

If you need to change the member assigned as the Organization Owner, you will need to contact support.

Boards

For each member you will see the number of boards the can access.

As shown in the screenshot above, when you click on the number of boards for a member, it will open the Board Access menu. If you as the logged in user have access to a board it will show as a blue link so you can quickly access the board. If you are also an Administrator of a board, then the icon on the left will also be blue so you can manage directly from here the role you want to assign for a member. Learn more about board access roles…

Bulk Actions

To save you time, you can select one or more member to apply bulk actions.

In the screenshot above, you can see all the actions that can be performed in bulk. You will find the same actions that you can do individually per member in this menu, please aware that the last two sections look the same with the same options but the one called Enable Permissions will turn these ON and the section called Disable Permissions will turn them OFF>