Knowledge Base

User Roles and Permissions

In this article

Users in Kanban Zone are invited as licensed members or free guests of an organization and to specific boards within that organization. Let’s explore how each member of the organization can be granted certain permissions and how each member can be assigned a role on each board.

Organization Owner

When you start a free trial in Kanban Zone, you are, by default, the organization owner, and there can only be one organization owner per organization. The organization owner has all the permissions, which can’t be removed. The key for the organization owner is to delegate some or all of their permissions to other licensed members.

The permissions affect the entire organization (billing, security, etc…), and these are managed under the Organization Settings.

Board Roles

Once someone is a member of an organization, they can be invited to existing boards as one of these four roles: Administrator, Collaborator, Commenter, or Viewer.


The board administrator is the only role to access the board designer and specific administrative options available under Board Settings, like integrations (API, Webhooks and Zapier), members, restrictions, and WIP Limits, as well as card options like aging, blocking, custom fields, and voting. This role can do everything on a board.


The board collaborator is ideal for anyone who needs to work on a board but does not worry about the administration of the board. This role can access specific options under Board Settings related to cards, like creating cards by email, importing/exporting cards, managing card labels, templates with recurrence, and tokens.


The board commenter can view boards, subscribe to cards, and communicate through comments on cards.


The board viewer can only view cards.

Licensed vs. Guest

When purchasing a plan in Kanban Zone, each plan gets a limited amount of free guests that can only be assigned to the viewer role and paid licenses that can be assigned to the commenter, collaborator, or administrator roles.

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