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 manage operational aspects like billing. When specific projects require controlled access, invite board users, granting them visibility to just 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.
Inviting users with a workspace role
From the Users tab of your workspace settings, you can customize user workspace roles and then invite users through email or a shareable link.
By email
Head over to your workspace user settings 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 workspace user settings 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.
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 workspace user settings 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 workspace user settings 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 pricing alert!
A user with access to this function on Air can alter access levels to roles at or below their own. Depending on your Air subscription plan, this may lead to added charges to your next invoice.
🔓 Take your board users to the next level!
Board users can switched to full users of your workspace. Converting a user will give them access to the entire workspace and your bill will be updated accordingly.
The next time the user logs in to Air, their interface will change slightly to align with 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 workspace user settings 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 workspace user settings 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 workspace user settings 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'