Klaro Cards

Manage Members and Permissions

Invite people to your project, assign them to workspaces, and control what they can see and do on each board

  1. Introduction
  2. Managing Members
    1. Inviting Someone
    2. Member States
    3. Assigning Members to Workspaces
    4. The Admins Workspace
    5. Removing a Member
    6. Transferring Ownership
  3. Managing Board Accesses
    1. Permission Levels
    2. Configuring Access
    3. Multiple Workspaces
    4. Example
    5. Changing What Someone Can Do
  4. Tips

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.

members-page.png

Managing Members

Inviting Someone

An invitation can start from three places, and where you start decides what the
newcomer lands in:

From They join
Project settings → Members The whole project — you pick the workspaces yourself
A workspace, in the left-hand panel That workspace, already selected
A board, from Board tools The board's workspaces

Starting from the workspace or the board is usually what you want: the person
you are inviting is being invited to something, and you avoid the second step
of remembering where to put them.

invite-modal.png

Someone who already has an account

The invitation starts by searching. People already in the project come up first,
then people you work with from other projects — inviting a colleague you
already share another project with takes one click and no typing.

Someone new

New user asks for a first name, a last name and an email, then Select
workspaces — or Whole project to put them everywhere. New workspace
creates one on the spot if the right audience does not exist yet.

A whole list at once

Invite many persons at once takes a block of email addresses separated by
commas or line breaks — paste the column from a spreadsheet. Everyone in the
list gets the same workspaces, which is exactly what you want when onboarding a
team and nothing like what you want for a one-off guest.

The invited person receives an email with a join link, valid for 7 days.

Member States

After invitation, a member goes through these states:

State Meaning
Unlinked Member created, no invitation sent yet
Invited Email sent, waiting for the person to join
Active Person has joined and has an account
Suspended Member soft-deleted (can be restored)

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

workspaces-page.png

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:

Role Can view Can edit cards Can manage board
Forbidden No No No
Viewer Yes No No
Contributor Yes Yes No
Manager Yes Yes Yes

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

Workspace Sprint Tasks Client Reports
Developers Contributor Viewer
Managers Manager Manager
Clients Forbidden Viewer

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
  • Invite from where they belong — starting from the workspace or the board saves you choosing workspaces twice
  • 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
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