User roles on a space and access rights

Typically, a company has several teams or employees performing different functions. It is not necessary for each employee (and more often it is not even desirable) to see all the information about the work of all departments and employees.

They need:

• either to see and change only the information that relates specifically to their tasks;

• or to share information with employees and teams with whom they have related areas of work.

In FlowFast, you can differentiate the access of different employees to information (to boards with cards) by creating different spaces, giving users special roles in spaces, placing one board in several spaces with different access levels.

Let's take a closer look.

In this article you will learn:

• Which users have access to a space;

• What user roles are there in a space;

• How to limit the user's access rights to cards in a space;

• How to differentiate user access rights by creating spaces;

• How to set permissions for large teams using groups;

• What are guest users.

User access to space

When a workspace is created, the user automatically becomes its administrator. He can invite other users to this space if he has permission to do so.

Each space in FlowFast has only those users who are added to it. That is, FlowFast users have access only to boards and cards that are located in the spaces available to them.

Each user in FlowFast can create their own spaces (with the exception of guest users).

Important! Even if you are the account owner, you may not be in spaces created by other users. To see and join all the spaces in an account, you need to have access to the «Spaces» administrative section.

User roles in workspaces

When inviting users to a space, for each of them you can choose one of the roles in this space:

• Admin;

• Writer;

• Commentator.

Important! Each user has a different role in a particular space, independent of other spaces. That is, in one space you can be an administrator, and in another - only a commentator or editor. Even if you are the creator/owner of an account in FlowFast and have access to all administrative sections, you can still have the role of "commentator" on a space created by another user.

👉 Administrative access to a space is NOT the same as access to the administrative sections of FlowFast.

How to appoint a space administrator

Option 1: If you have access to the «Spaces» and «Members» administrative section.

1. Click on the «Users» icon in the upper right corner of FlowFast

2. Click on the avatar of the person you want to make an admin. Change their role to «Admin»

Option 2. Via groups

1. Go to the menu → section «Users» → tab "Groups"

2. Create a new group for administrators.

3. Choose the spaces where they will be admins.

4. Give access to administrative sections if necessary.

5. Add the desired users to the group

Restricting user access rights to cards in a space

Sometimes you need to add a user to a space, but in such a way that he sees only those cards in which he is a member or owner.

To do this, there is a Space Access Level Modifier in FlowFast.

Select the required user with the role Writer in the space (or when adding a new user) and check the box next to the modifier. Done! Now the user only sees the cards with his participation, and the rest are not available.

Limiting access to whiteboards by creating separate spaces

It happens that a company has several departments that should have different levels of access to different information, but at the same time perform related functions.

For example, you have a department responsible for the project as a whole, and a sub-department that performs a specific function, such as «Design». It is important for you that the design department sees the whole picture, and the functional department sees only its board.

In this case, you can create two separate spaces for each of the departments and place a functional department board on both of them.

That is:

• You will have two spaces to which different users will be added;

• Users of a shared space will see the functional board and all the cards on it, as well as the rest of the boards in that space. And users added to the space of the functional department will see only their board;

• All cards on the board that is in both spaces, and actions with them, will be visible in both

  spaces.

For this:

1. Create a new space for the functional department (the «+» button when hovering over Spaces in the menu on the left)

2. Add the desired existing board from the shared space to the new space

Way 1: In the left side menu, click on the "+" button next to the space you want to add a board to → In the menu that opens, select «Place existing board».

Way 2: Go to the new space → «Add» button on the top → «Board from another space».

3. Add users who should have access to the target board to this space.

Setting access rights in a space for user groups

Typically, user groups are used in large teams to speed up the process of transferring rights to a large number of employees.

To add a user group to a space:
1. Go to the space and click on the «Users» icon; 2. Select «Add Groups»;
3. Select the group you want to add to the space.

Guest users in a space

In FlowFast, you can invite guests to workspaces. Guest users can view boards and post comments in cards, but do not require payment.

To invite a user to a space as a guest:

1. Click on the icon with little men in the upper right corner;

2. Click the plus icon;

3. In the window that opens, select the "Send invite" tab

4. Enter the email of the person you want to invite;

5. Check the box next to "Invite as guest user";

6. Click Send.

A user will be able to view and comment only on the space to which he was added. He is not a member of the company - you do not need to pay for him.