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Manage Members in your Organization

In this article

Access

Navigate to Account > Organisation > Members (see detailed instructions below). 1.  Click the Account icon in the top/right navigation, which is shown as either your chosen avatar or initials of your name on a light grey icon. 

2. From the Account menu, click on the Organization menu item, this will open the Account area and default to the Overview section. 3. From the Account left navigation, click the Members section.

Use

This section to manage members across the organization is only available to the Organization Owner, or as we will explain below in this article to licensed members with the permission to manage members.

As shown in the screenshot below in the top/left red selection, you can see the “Licenses available” section. Only two roles (Administrator and Collaborator) require licences. The other two roles (Subscriber, Viewer) are free so you have no license limits on these. Learn more about the roles in Kanban Zone.

organization-member-management-admin-oo

To learn how to add members, you can follow the same instructions provided for adding a member to a single board. The only difference with adding members here, is that because you are not at a single board level, you can add/assign more than one board to each member.

What is important to know at the organization level, is that you can grant additional permissions to specific licensed members across the organization. As shown above, the member with the badge “Organization Owner” is the only one without a “cog” icon to the right, because this user has access to everything and can’t be demoted/promoted. You will also notice that this member also shows 5 badges. These are the additional permissions that can be granted only to a licensed member. If you need to change the member assigned as the “Organization Owner”, you will need to contact support.

Elevated permissions for Administrator

In the screenshot below we show next to each other the Organization Owner and a licensed member who has been set with the five elevated permissions. You can manage these permissions by clicking on any licensed member to access these two tabs: Boards and Permissions. Click on the Permissions tab to manage the permissions for this specific licensed member.

organization-member-management-permissions

As shown above, under the Permissions tab, you can set five permissions:

  1. Add Boards
  2. Billing & Subscription
  3. Add-Ons Management
  4. Security
  5. Organization Member Management
  6. Board Member Management

The first 5 permissions use a toggle to enable or disable that permission. For the last permission, you must select one of the three available options (increase, default, restrict). Now let’s explain each of these permissions…

The Add Board, when enabled, let’s this 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 Billing & Subscription, when enabled, let’s this licensed member access the current billing information and the ability to make purchases and subscription changes for the organization. This is ideal to give to the person in charge of managing your licenses for all your SaaS and other expenses.

The Add-Ons Management permission, when enabled, let’s this licensed member manage organizational settings. A good example is the Custom Field add-on that any administrator can use existing custom fields but only the person with this permission (or the Organization Owner) can create and modify the custom fields for the entire organization.

The Security permission, when enabled, let’s this licensed member manage security settings like the API credentials. Only someone with this permission (or the Organization Owner) can generate API keys for the organization.

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

Like the name indicates, the Board Member Management is all about member management at the board. Here are the three options to choose from:

  • Default – all administrator default to this option
  • Increase – administrators can manage members, but only the Organization Owner can grant the Administrator level to a member. With this permission set as “Increase”, this administrator will also be able to manage other administrators.
  • Restrict – if you only want an administrator to manage boards but not members, then choose this option that will “Restrict” this administrator from doing any member management.

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.

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