Who can manage users?
👨👩👧👦 Supported on any Air plan
✏️ Anyone that has access to edit workspace, library, or board
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Imagine you’re coordinating a creative team. You'll add member editors who actively work on content and member admins who manage operational aspects like billing. When specific projects require controlled access, invite board guests, 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 members, tweaking user roles, and keeping your workspace organized.
Glossary of Terms
Term | Definition |
Member | A user with full access to your workspace's content |
Access level | The selected permissions provided to a user in your workspace |
Inviting Members
From the members tab of your workspace settings, you can customize member permissions and then invite members through email or a shareable link.
By Email
Head over to your workspace member settings and select 'Invite Members'
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 guests—they need a personal touch with a direct email invite.
Head over to your workspace member settings and select 'Invite Members'
Select 'Invite by Link' from the invite member 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 Board Guests
While guest user access can be managed from your workspace settings after it is granted, adding a guest user to a board is done from the board.
Head over to the board you want to add a guest to and select 'Share'
Select 'Invite guests' 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 guest
Removing Users
When someone should no longer have access to your workspace but you want to retain their contributions to your workspace, remove them through your workspace settings.
Members
Head over to your workspace member settings and locate the member you need to remove from your user list
Select their access level to reveal a dropdown menu
Select 'Remove from workspace'
Guests
Head over to your workspace member settings and locate the member you need to remove from your user list
Select the board count showing next to their user information
From the modal for the guest user select the edit menu (three dots) next to their user information
Select 'Remove from all boards'
Changing User’s Access Levels
👀 A user with access to this function on Air can alter access levels to roles at or below their own.
Active user roles are not permanent. They can be changed at any point by users who have access. Here's how:
Members
Head over to your workspace member settings and locate the member whose access level needs to change
Select their access level to reveal a dropdown menu
Select their new access level
Guests
Head over to your workspace member settings and locate the member 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 guest user is linked to
Select their new access level
Converting Guests to Full Members
Guest users can switched to full members of your workspace. Converting a user from a board guest to a member will give them access to the entire workspace as a member and your bill will be updated accordingly. Here's how to get this done:
Head over to your workspace member settings and locate the member you need to remove from your user list
Select the board count showing next to their user information
From the modal for the guest user select the edit menu (three dots) next to their user information
Select 'Convert to full member'
Select the access level from the drop down options
Select 'Update'
The next time the new member logs in to Air, their interface will change slightly to align with their new user role.
Reactivating Inactive Members
Bringing back members to active on your workspace is a breeze. Here are the steps to take:
Head over to your workspace member settings and select the 'Show' button from the Inactive members section
Locate the member you need to reactivate from inactive members list
Select their access level to reveal a dropdown menu
If the user being reactivated should have a different access level, this change can be made prior to reactivating the user
Select 'Reactivate'