In this article:
1. Introduction
2. Assign Users to Boards during the Invitation Process
3. Assign Users from the Board Users Tab in the Administration
4. Assign Users from the Registration Member Settings in the Administration
5. How to Unassign Users from a Board?
6. How to Change the Role of an Assigned User?
1. Introduction
To be able to assign users to different boards, you either need to be an Account Owner, Workspace Manager, or have a custom board role that has the “add users to board” permission.
There are several ways to assign users to the boards in your Businessmap account:
- assign users to the boards during the invitation process.
- use the Board Users tab in the Administration Panel.
- use the "Assigned boards" option of the Registration Members settings in the Users tab.
Note: Users can request access to boards if the “Allow users to request access to board” security control is enabled. Depending on the security control configuration, either Account Owners, Workspace Managers, or users with specific roles will receive those requests via email. However, if the security control is disabled, users won't see the request access button in the Home Dashboard.
2. Assign Users to Boards during the Invitation Process
Once you send an individual invitation for Businessmap via email, the system opens an extra panel and prompts you to checkmark the boards to which you want to assign the user.
Otherwise, when accessing the account, users will see an empty dashboard. From the panel, you also have the option to grant users a role (2) or give them a Workspace Manager status (1) for the selected Workspace.
- Workspace Manager (1) for the selected board(s). If you tick this box, the user will get full permissions for all boards that belong to the respective Workspace.
- If you don't assign the user as a Workspace manager, set a checkmark on the board and define a role (2) from the dropdown list. You can select between the default system role and any of the custom roles you have created.
3. Assign Users from the Board Users Tab in the Administration
Step 1: Open the Administration menu and select “Board users.”
Step 2: Use the Board Users panel to perform the following actions:
(1) Choose the Board from the dropdown menu.
(2) Go to the "Non-members of the Board" panel and select the user you want to assign to the board. You have to checkmark the respective box.
(3) Click on the "Assign users" button. The system prompts you to select a User Role and then the user will be added to the "Members of the Board" panel.
Notes:
- If the user is already assigned as a Workspace manager, the Role panel will not appear.
- User roles are provided per board, which means that users can have different roles on different boards depending on their responsibilities. When someone creates a new board, they are automatically assigned as a Workspace Manager for this board.
4. Assign Users from the Registration Member Settings in the Administration
Open the Administration Panel and go to the Users tab to get the list of all registered users in your account. To assign a user, select the registration member settings (the three dots) of the selected user and then select “Assigned boards.”
A new panel opens (the same from pt.2), where you can see all Workspaces and boards available in your account. From this panel, you can see which boards the user is currently assigned to, as well as their user roles.
If you want to assign a user to a new Board, you have to mark the Board checkbox. You have the option to assign the user as a Workspace Manager or select a role (default/custom).
The Workspace Manager overrides any other role you have granted to the user in the respective workspace. Just don't forget to assign the user to the boards in the respective Workspace.
5. How to Unassign Users from a Board?
Select the Board Users tab in the Administration panel.
(1) Choose Workspace and a Board from the dropdown menu.
(2) Go to the "Members of the Board" panel and checkmark the user you want to unassign.
(3) Click on the "Unassign users" button and the user will no longer have access to this board.
6. How to Change the Role of an Assigned User?
Go to the Board Users tab of the Administration panel. Then select the Workspace and the board from the dropdown menu and go to the "Members of the Board" panel.
Click the edit icon (the pencil) that belongs to every user to activate the edit mode and select the new user role from the dropdown menu. Click the green checkmark to save the changes you made.