Members and sharing

Who can do what in sol2flow depends on two roles: your role in the workspace, and your role on each board.

Workspace roles

Role	What they can do
Workspace admin	Manages the workspace's settings, members, labels and templates. Can open and manage every board in the workspace.
Member	Creates boards, and opens boards shared with the whole workspace or with them directly.
Guest	Only sees boards they're added to, and can only view them. Can't create boards or see other boards in the workspace. Free: guests never take a seat. Best for clients and contractors.

Roles are per workspace: someone can be an admin in one workspace and a guest in another.

note

On self-hosted instances, the instance's owners and admins can open and manage every workspace that isn't private.

Board roles

Role	What they can do
Board admin	Changes who has access, renames, archives and deletes the board, and can do everything editors can.
Editor	Creates, edits and moves tasks and lists, comments, and logs time. Can't change access.
Viewer	Opens the board and reads tasks and comments. Can't change tasks or lists, or comment (guests can, where the workspace allows guest comments).

Workspace admins are always board admins of every board in their workspace.

A person's board role is the highest of:

• the role they were given on the board directly, and
• the board's default role, if the board is shared with Everyone in the workspace and they're a workspace member (guests don't count).

The Members page

Choose Members in the sidebar (or open Settings → Workspace → Members and invitations) to see everyone in the workspace. Use the search and the chips — All, Admins, Members, Guests, Invited — to narrow the list. For guests, the page shows which boards they're on.

Workspace admins can change people's roles, choose Make member to turn a guest into a member (see Guests on boards) and choose Remove member. A removed person loses access to the workspace and its boards; they're notified.

Memberships managed by your company's identity provider (single sign-on) are locked here — they're changed through the identity provider.

Add people to a workspace

Workspace admins can add people and invite new ones:

1. On the Members page, choose Add people.
2. Search by name, or type a full email address. You can select several people at once.
   • People who already have an account are added straight away.
   • Addresses without an account become invitations.
3. Pick the Workspace role. Choose What can each role do? to see the role descriptions.
4. Choose Add (or Add & invite when the selection includes new people).

People added directly are notified. Invited people get an email with an invite link.

note

You can only find people from workspaces you share with them. To add anyone else, type their full email address — sol2flow never reveals whether an address already has an account.

Invitations

When you're invited, you get an email with an invite link:

1. Open the link.
2. Sign in, or — if you don't have an account yet — choose your name, username and password under Finish creating your account.
3. A banner shows the invitation. Choose Accept or Decline.

If you already have an account with the invited (verified) email address, the invitation also appears in your notification bell, with Accept and Decline. Invitations sent before you had an account show up as soon as your account exists and its address is confirmed.

If you were invited to a workspace and to some of its boards, each invitation is accepted or declined on its own. The banner lists each one — the workspace and every board — with its own Accept and Decline. Accepting the first one adds you to the workspace; each board you accept adds that board. The invitations you haven't answered yet stay in the banner and the bell.

An invitation grants nothing until you accept it. Invitations expire after a while; an expired or revoked link shows Invitation not valid — ask for a new one.

Revoke an invitation

Pending invitations appear on the Members page under Invited, and in a board's Share dialog under Pending invitations. On the Members page, each invited person has one row, however many invitations they have: it shows the role they'd get, the boards they're invited to, who invited them and when the invitation expires. Revoke on that row cancels all of their invitations you may revoke; to cancel only one (for example a single board's), choose N invitations on the row and Revoke next to it, or use the board's Share dialog. You can revoke:

• any invitation, if you're a workspace admin;
• invitations you sent yourself;
• invitations to a board you're a board admin of.

Inviting the same address again later works normally.

The Share dialog

Every board has a Share button in its header. Everyone who can open the board can see who has access; only board admins can change it.

General access

Choose how the board is shared:

• Restricted — only people added to the board can open it.
• Everyone in the workspace — all workspace members (not guests) can open it, with the role you pick.

Workspace admins can always open every board, whatever you choose here.

People with access

The list shows everyone with access and their role. Board admins can change each person's role or remove them. Use the filter to find someone in a long list.

To add someone:

1. Choose Add people….
2. Search for a person in the workspace, or type a full email address.
3. Pick their board role and add them.

If the person isn't in the workspace yet, sol2flow asks how they should join:

• Guest · this board only — they only get this board, and can only view it. Best for clients and contractors.
• Workspace member — they also see boards shared with everyone in the workspace, and can create boards. Only workspace admins get this option, and the dialog warns how many other boards this opens up.

If they don't have an account, they get an invitation by email (Send invite).

Pending invitations

Invitations to this board that haven't been accepted yet are listed with the workspace and board role, who sent the invitation and when it expires. Email addresses are partly hidden unless you're a workspace admin or sent the invitation yourself. Choose × to revoke one.

Guests on boards

Guests are view-only. They only ever see boards they were added to, always as Viewer:

• In the Share dialog, Editor and Board admin are disabled for a guest, with the note "Guests can only view. Make them a member to let them edit."
• Guests you add to a board or invite to one get Viewer.
• Assigning a guest to a task, or adding them as a task member, gives them Viewer access to the board if they didn't have access yet.

Guests don't see Templates, Members or Timesheets, and of the workspace settings only Leave workspace.

To let a guest edit, a workspace admin chooses Make member — on the Members page, or next to the guest in the Share dialog. The guest becomes a Member of the workspace. Members take a seat, so if your plan limits seats, there has to be a free one.

Guests are free: they never take a seat, on any plan. Seats count members and admins. A plan may limit how many guests an organization can have; that limit also applies when you invite guests.

Guest comments

By default, guests only read comments. Workspace admins can let them comment:

1. Open Settings → Workspace → Access & integrations.
2. Under Guests, switch on Guests can comment.

Guests who can view a board can then comment and reply there, edit and delete their own comments, and @mention people who can see the task. They still can't change tasks or upload files, so their comments can't contain images.

If your organization's plan doesn't include guest comments, the switch is disabled with the note "Guest comments aren't included in your plan." Organization owners and admins can upgrade the plan (Upgrade plan); everyone else can ask them to. On a self-hosted instance without plans, the setting is always available.

If you turn it off later, guests can't comment any more; the comments they already wrote stay.

Public links

A board admin can switch on the Public link in the Share dialog. Anyone with the link can view this board without signing in: a read-only view of the board, its Calendar and Timeline, and its tasks. You choose what visitors can see, and you can add an expiry date or a password. Workspace admins can switch public links off for the whole workspace.

See Share a board publicly for the details.