Who can manage users?
👨👩👧👦 Supported on any Air plan
✏️ Anyone that has access to edit workspace, library, or board
Imagine you’re coordinating a creative team. You'll add editors who actively work on content and admins who help manage workspace settings and billing. When specific projects require controlled access, invite board users so they only see what they need.
That’s it! With these steps, you’ll keep your Air workspace buzzing with activity and collaboration. Remember, managing your team effectively is key to a smooth and productive workflow.This guide will walk you through the essential steps for adding users, tweaking user roles, and keeping your workspace organized.
Accessing user management
Select your workspace name at the top of the sidebar
Select 'Invite users'
OR
Select your workspace name at the top of the sidebar
Select Workspace settings
Select 'User Management'
Inviting users with a workspace role
From User Management in Workspace Settings, you can customize workspace roles and invite users by email or shareable link.
Current paid Air plans include unlimited workspace users. Inviting additional workspace users or changing their access levels does not add an extra charge. Legacy plans are excluded and may require an upgrade to a current paid plan.
💡 Workspace owners, admins, and editors can spend credits through edit-permission actions. Commenters and viewers can’t spend credits.
By email
Head over to your User Management and select 'Add users'
Enter the email address of the individual you want to join your workspace
Select their access level
Click 'Invite', and the invitations will wing their way to your future team members
By invite link
🎗️ Remember, invite links are not for board users—they need a personal touch with a direct email invite.
Head over to your User Management and select 'Add users'
Select 'Invite by Link' from the invite users modal
Choose the access level for the new invitees: Admin, Editor, or Commenter
Copy the newly generated invite link and share it with your team wherever they are. They can join up to Air when they get ready.
Inviting users without a workspace role
While all user access can be managed from your workspace settings after it is granted, adding a user to a board is done from the board.
💡 If you assign an editing role, that user can spend credits through edit-permission actions. Commenters and viewers can’t spend credits.
Head over to the board you want to add a user to and select 'Share'
Select 'Invite users' to open the modal for sending out your board invite
Enter the email address of the individual you want to have access to the board
Select their access level
Click 'Invite', and the invitations will wing their way to your future board user
Deactivating users
When someone should no longer have access to your workspace but you want to retain their contributions to your workspace, deactivate them through your workspace settings.
Users with workspace roles
Head over to your User Management and locate the user you need to deactivate from your user list
Select their access level to reveal a dropdown menu
Select 'Deactivate user'
Board User
Head over to your User Management and locate the user you need to deactivate from your user list
Select the board count showing next to their user information
From the modal for the board user select the edit menu (three dots) next to their user information
Select 'Deactivate user'
Changing user’s access levels
👀 Access and permissions note
A user with access to this function can change access levels for roles at or below their own. Billing and plan changes are limited to admins and workspace owners.
🔓 Take your board users to the next level!
Board users can be converted to full users of your workspace. Converting a user expands their access from specific boards to the full workspace.
The next time the user logs in to Air, their interface will reflect their new role.
Active user roles are not permanent. They can be changed at any point by users who have access. Here's how:
Users with workspace roles
Head over to your User Management and locate the user whose access level needs to change
Select their access level to reveal a dropdown menu
Select their new access level
Users without workspace roles
Head over to your User Management and locate the user you need to update from your user list
Select the board count showing next to their user information
Select the access level for the board the user is linked to
Select their new access level
Reactivating inactive users
Bringing back users to active on your workspace is a breeze. Here are the steps to take:
Head over to your User Management and click 'Deactivated' to expand the Deactivated users section
Locate the user you need to reactivate from the list
Select their access level to reveal the user access settings modal
If the user being reactivated should have a different access level, this change can be made prior to reactivating the user
Select 'Reactivate user'
From modal confirm the user you want to regain access by selecting 'Reactivate'