At monday.com, we want to ensure that the power is in your own hands to restrict the viewing or editing of data to those who it is meant for. For this reason, we offer several different types of permissions for you to customize! These include the following:
- Board permissions (types and restrictions)
- Column permissions
- Dashboard permissions (types and restrictions)
- Workspace permissions (types and restrictions)
- Account permissions
This article will summarize all of the monday.com restriction capabilities in one place, read on to learn more about it. 🙌
On the board-level, the type of board that you use allows you to restrict who on your account is able to view your board, while board permissions dictate the editing ability that other users have on your board itself. Let's learn about these two options below!
Here on monday.com, we offer three different types of boards: Main, Shareable and Private boards. While they all contain the same kind of structure, the difference between them lies in the accessibility levels that they each offer.
- Main boards are visible to anyone who is a team member within your account. Any Main board that you create will be automatically visible and accessible to all of your team members.
- Shareable boards are used when you want to share a board with people outside of your organization, such as clients, interns, or freelancers. You can invite these people as guests within your account, and only those that you invite to this board will have access to it.
- Private boards are only visible to the person who created the board and to the specific users that they invite to this board. Private boards are for internal use only, meaning that you cannot invite guests; and only team members can be invited to join.
Board permissions and restrictions
Within each board, the board owner(s) have the ability to control what information can be changed or edited by other board members. These permissions can be located by pressing on the three-dot menu on the top right of your board and selecting "Board permissions".
There are four different setting options within our board permissions:
- Edit everything: This is the default setting for each new board created and it allows anyone with access to the board to change the content and structure of the board, add new items, edit column names, change statuses, and create updates.
- Edit content: This permission allows non-board owners to add/delete items, change statuses and edit column values on the board, move items across the board, and create item updates. This setting will restrict the ability to edit the group or column titles or rearrange the structure of the board.
- Edit by assignee: This permission, available on the Pro plan and above, allows non-board owners to only edit the content of the items assigned to them through the People Column.
- View only: This permission will restrict the ability to change the structure and the content of the board only to the board owners. Every other user will only able to view the board, view and download files from the File Column, and create updates.
To read more in depth about board permissions, check out this article.
With Column permissions, board owners are given the option to control which columns can be seen or edited by others on the board. This is especially helpful if you have some sensitive information you don't want some users to see or change!
To locate column permissions, click on the arrow next to the column title of the column which you are looking to restrict. From the resulting menu, select "Column Permissions":
From the "Column Permissions" menu, you can:
- Restrict column edit: This permission allows you to restrict the editing ability of columns only to board owners and to other specific people that you choose.
- Restrict column view: With this permission, you can restrict the viewing access of columns on your board to only board owners or to other specific people that you choose. All other users will not see this restricted column at all on their end.
Moving onto permissions beyond the board-level, dashboard permissions or restrictions provide the owner of the dashboard control over what information can be viewed or changed on the dashboard-level. You can customize dashboard restrictions in two ways:
- Setting the dashboard type
- Managing the dashboard owners
Let's go over both of these options!
Unlike boards, Main and Private dashboards are the only two types that we offer. Like boards, however, Main dashboards can be viewed and interacted with by any team member in your account and Private dashboards are visible only to those who the dashboard owner(s) choose to subscribe.
This permission can be set at the creation of a dashboard, or by changing the dashboard type through the three-dot menu at the top right of an existing dashboard.
When it comes to restricting the editing of a dashboard, only dashboard owners are able to edit the dashboard and the apps and widgets within it. To locate the dashboard owner(s) select on the blue "Share" button at the top of the dashboard and press on "Subscribers & Guests":
By default, the person who created the board is automatically a dashboard owner (indicated by a blue crown next to their name). To add more owners, a dashboard owner can click on the grey crown icon beside the subscriber's name to turn it blue, making them an owner and allowing them to edit the dashboard as well!
When it comes to Workspaces, on the Enterprise plan, you can restrict both who is able to view the content within the workspace as well define what actions can be done by which team members in the given workspace.
We offer two different types of Workspaces on Enterprise accounts; open and closed workspaces. Any team member can choose to join any open workspace on their own. On the other hand, closed workspaces are private and accessible only to the person who created them. Team members can join by invite or by requesting to join.
You may be wondering now, "Which boards will team members have access to within a Workspace?" Well, this is a great question to keep in mind!
Any user who has access to a given workspace will be able to access all Main boards within it, and only the specific Shareable or Private boards that they were invited to. With this said, a user who does not have access to a closed workspace will not be able to access any boards within it, regardless if they are Main boards or not. If a team member is subscribed to a board from a closed workspace, they will have access to that board only and will not be able to see anything else within the workspace.
With workspace permissions, workspace owners can define who is able to perform certain actions within the workspace such as creating new boards, setting up automations, and creating dashboards. To locate workspace permissions, click into the workspace page and selecting the "Permissions" tab on the left side of the page:
Keep control of who can do what on the account-level by setting up account permissions. This type of permission allows the admin of an account to easily manage who can use certain features!
With account permissions, admins can set up restrictions on the following features:
- Upload files
- Broadcast boards
- Create main boards
- Create private boards
- Create shareable boards
- Create integrations
- Create automations
- Create workspaces
- @mention or subscribe all users on the account to an update or board
- Export boards, activity log, search results and updates to Excel
We are planning to release more advanced account permissions in the future, so stay tuned!
And, that's a wrap! We hope that this article provided you with the tools needed to understand permissions on monday.com from the board-level all the way to dashboards, workspaces and the account-level, too. 🌟
If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!