Manage Members and Permissions

Introduction

Klaro Cards uses a simple but powerful permission model: you invite people to your project, organize them into workspaces, and then control what each workspace can do on each board.

Managing Members

Inviting Someone

1. Go to Project settings → Members
2. Click Invite member
3. Fill in their first name, last name, and email address
4. Click Invite

The invited person receives an email with a join link, valid for 7 days. You can also invite members directly from a board — this creates the member and adds them to the board's workspace(s) automatically.

Member States

After invitation, a member goes through these states:

Assigning Members to Workspaces

A workspace groups boards together and controls who sees them. Each member can belong to one or more workspaces — think of them as teams or audiences: "Marketing", "Development", "External Partners".

To manage workspace membership:

1. Go to Project settings → Workspaces
2. Click Edit workspace on the workspace you want to configure
3. Add or remove members

A member only sees the boards in the workspaces they belong to.

The Admins Workspace

Every project has a built-in Admins workspace. Members in this workspace are project administrators — they can manage all boards, all workspaces, and all members, regardless of other permission settings.

The project owner is automatically an admin. Add other people to the Admins workspace sparingly — only for those who need project-wide control.

Removing a Member

Go to Project settings → Members, find the member and click Delete. Deletion is soft — the member is suspended and can be restored later. Their cards and activity history are preserved.

Note: You cannot delete the project owner. Transfer ownership first (see below).

Transferring Ownership

The project owner is a special role — there can be only one. To transfer it:

1. Make sure the target person is already in the Admins workspace
2. Transfer ownership from Project settings → Global settings

The previous owner remains an admin but is no longer the owner.

Managing Board Accesses

Permission Levels

Each workspace has a permission level on each board. There are four levels:

A Viewer can browse cards and boards but cannot change anything. A Contributor can create, edit, and delete cards. A Manager can also change board settings, configure dimensions, and invite people.

Configuring Access

To set who can access a board and at what level:

1. Open the board's Board tools menu
2. Go to Collaboration → Who can see this board?
3. For each workspace, select a permission level

Important: At least one workspace must have Manager permission on every board, so someone can always configure it.

Multiple Workspaces

If a member belongs to multiple workspaces that have different permissions on the same board, the highest permission wins.

Example

Here, developers can edit tasks but only read reports. Clients can view reports but don't even see the sprint board. Managers have full control everywhere.

Changing What Someone Can Do

Permissions are controlled through workspaces, not directly on the member. To change someone's access:

• Add or remove them from a workspace, or
• Change the workspace's permission level on specific boards

Tips

• Design workspaces first — organize them around teams or roles, then assign board permissions per workspace
• Use Viewers for stakeholders — invite clients or executives as Viewers so they can follow progress without accidentally changing things
• Check from the board — use "Who can see this board?" to verify who has access and at what level