Skip to main content
Managing users
Caroline Congdon avatar
Written by Caroline Congdon
Updated over a week ago

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 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

  1. Head over to your workspace member settings and select 'Invite Members'

  2. Enter the email address of the individual you want to join your workspace

  3. Select their access level

  4. 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.

  1. Head over to your workspace member settings and select 'Invite Members'

  2. Select 'Invite by Link' from the invite member modal

  3. Choose the access level for the new invitees: Admin, Editor, or Commenter

  4. 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.

  1. Head over to the board you want to add a guest to and select 'Share'

  2. Select 'Invite guests' to open the modal for sending out your board invite

  3. Enter the email address of the individual you want to have access to the board

  4. Select their access level

  5. 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

  1. Head over to your workspace member settings and locate the member you need to remove from your user list

  2. Select their access level to reveal a dropdown menu

  3. Select 'Remove from workspace'

Guests

  1. Head over to your workspace member settings and locate the member you need to remove from your user list

  2. Select the board count showing next to their user information

  3. From the modal for the guest user select the edit menu (three dots) next to their user information

  4. Select 'Remove from all boards'

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.

Active user roles are not permanent. They can be changed at any point by users who have access. Here's how:

Members

  1. Head over to your workspace member settings and locate the member whose access level needs to change

  2. Select their access level to reveal a dropdown menu

  3. Select their new access level

Guests

  1. Head over to your workspace member settings and locate the member you need to update from your user list

  2. Select the board count showing next to their user information

  3. Select the access level for the board the guest user is linked to

  4. 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:

  1. Head over to your workspace member settings and locate the member you need to remove from your user list

  2. Select the board count showing next to their user information

  3. From the modal for the guest user select the edit menu (three dots) next to their user information

  4. Select 'Convert to full member'

  5. Select the access level from the drop down options

  6. 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:

  1. Head over to your workspace member settings and select the 'Show' button from the Inactive members section

  2. Locate the member you need to reactivate from inactive members list

  3. Select their access level to reveal a dropdown menu

    1. If the user being reactivated should have a different access level, this change can be made prior to reactivating the user

  4. Select 'Reactivate'

Did this answer your question?