We offer several different types of permissions on monday.com—account permissions, workspace permissions, board types, board permissions, and column permissions. In this article, we'll dive into the available board permissions or restrictions, which are meant to give the owner of the board control over what information can be changed or viewed on the board level.
Pick your board owners
Before setting up board permissions, you need to decide who will be the owner(s) of your board. By default, the first owner is the person who created the board. To add more owners, click on the people "Invite" icon located on the upper right of your board:
From there, click on the greyed crown to the right of a user's name to make that person a board owner. Clicking the grey crown will turn the crown blue. A blue crown indicates that this user can now bypass any board permissions in place.
Locate the board permissions
To add board permissions, click on the three-dot menu located in the upper right corner of your board. Then select "Permissions" from the resulting menu as so:
You will then reach the permissions center, where you can select a set of permissions to apply to your board.
After enabling any board permissions, you can easily understand the enabled permissions on your board and locate the permissions center by clicking on the dropdown arrow next to your board's name and then clicking on the setting to the right of "Permissions". A notice box will appear, allowing you to select "View permissions settings".
Permission sets
When it comes to setting up board permissions, you can choose one of four permission sets:
- Edit everything: allow non-owners to view and edit both board content and structure
- Only edit content: allow non-owners to view and edit board content but not structure
- Only edit assigned items: allow non-owners to view and edit only items and subitems assigned to them (available on the Pro and Enterprise plans)
- View and comment: allow non-owners to only view and comment on items
Permission sets range from wide open to highly restrictive and apply to everyone except the board owners.
As a non-board owner, you can view the permission sets assigned to each board. You will also see the actions you can perform, those you cannot, the reasons behind these restrictions, and whom to contact for additional permissions.
Permission categories
Once you choose a set of permissions, you can double-check how it affects each part of this board.
In each category, you will find a breakdown of actions that are available and those that are not, based on the selected permission set:
Once you have finished choosing your permissions options, click on Save. The following window will open up with a summary of the changes you've made, and you'll be able to toggle through the different categories to see the breakdown of each change made. Once you're sure that you've made all the changes you want, click on Save.
As a board owner, you can easily assess your permissions by selecting "See your own permissions" at the top of the screen. This is especially helpful in identifying if your own permissions are restricted due to higher-level settings , such as those associated with your account, product, or workspace. It also helps troubleshoot permission-related issues that non-board owners may be experiencing more efficiently.
Granular board permissions
The granular board permissions provide an even wider range of combinations, allowing board owners to assign roles precisely as needed—down to who can create automations, adjust forms, or add groups.
With granular board permissions, each permission set seen above can be further configured to change default abilities. Each category includes a different list of permissions that you can customize by simply unchecking the boxes next to the actions you wish to restrict on the board. This way, you can fully tailor the board permissions to your workflow needs.
Limit which items board members can view
You can limit board members to view only items that are assigned to them in any "people" column by selecting the “Only edit assigned items” or "Only edit content" permissions set and then clicking on "Customize" on the right side from "View" permission as so:
Then, select either "All items" or "Only items they created and items assigned to them in any 'people' column". This provides another layer of control and ensures collaboration in one space, without jeopardizing access to sensitive data!
"All items" is the default setting and it will allow anyone with access to the board to view all items on it. "Only items they created and items assigned to them in any "people" column" permission setting will ensure that users who have been assigned to an item in any of the people columns on this board will be able to view only those specific items and nothing else. Additionally, the creator of an item will be able to view those specific ones, and the board owner(s) will be able to view all items on the board.
Limit which items board members can edit
If you want to limit board members so they can edit only items they are assigned to, you can select the “Only edit assigned content” permission set and then click on "Customize" on the right side from the "Edit items" permission as we've done below:
From there, you'll see the option to choose the relevant people column:
Click "Done"—and that's a wrap!
We hope that this article was useful in discovering how board permissions can help you take control of what information can be changed or viewed on the board level. 🙌
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.