Teams, and boards only their team can see
What a team is, how to create and manage one, how to tie a task board to a team so only its members see it, what happens when someone leaves, and what a team does NOT hide.
A team groups people in your business. It does two things: it lets you manage them together, and it limits who can see a task board. This article covers how teams are managed, what changes when you tie a board to one, and one important thing a team does not do.
Reading time: ~4 min
When to use this
- You want a task board seen only by one specific group of people.
- You need to create, rename or delete teams, or move people between them.
- You removed someone from a team and want to know what happened to their assigned work.
Before you start
- Teams are not available on the free plan. Each paid plan allows a different number, and the screen always tells you how many of how many you are using. See Usage limits.
- Managing them requires permissions:
teams:readto see them, andteams:create,teams:updateandteams:deletefor each action. See Users, roles and permissions.
Managing teams
From Settings → Teams you can create a team, rename it, delete it, and add or remove members.
When you reach your plan's cap, the screen tells you before letting you try to create another, rather than failing on save.
Tying a board to a team
A task board can be tied to a team. Once tied, only that team's members can see it, and only they can be assigned work on it.
Untied, the board behaves as it always has: anyone with the tasks module can see it.
If you tie a board that already has work assigned to a team, the system warns you before saving and tells you how many people it will affect. It does not do it behind your back.
Leaving the team means losing access to those tasks
When you remove someone from a team, they stop seeing the boards tied to it and are unassigned from the cards they held there. Before you confirm the removal, the system tells you how many cards they will be unassigned from, so you do not discover the effect afterwards.
What is not erased is the record of who performed the work. That is a past fact and it is kept as is: removing a person from a team changes what they can see from now on, not what they already did.
Recording who performed a job is still free text on a team board too. That note grants nobody any access, so there is nothing to restrict about it.
The owner always gets in
The account owner can administer a team board even without being a member of that team. Otherwise they could be locked out of a board in their own business with no way back in.
That exception is for administering, not for handing out work: not even the owner can assign a card to someone who is not a team member. It would produce an assignee who cannot see their own card, which is a different and worse problem.
What a team does NOT hide
A team limits the work, not the accounting.
An order or an invoice that came out of a team board is still visible under Sales to anyone with that permission, team member or not. Be clear on this: tying a board to a team is not a way to hide revenue, and nobody should rely on it for that.
Expected result
- The tied board disappears from the list for anyone outside the team.
- Team members see it and work on it normally.
- Sales that originated on that board still appear in reports and under Sales.
Common errors
| Symptom | Likely cause | Fix |
|---|---|---|
| I do not see the teams option | You are on the free plan, or your role lacks teams:read | Check your plan; if it is paid, ask an administrator for the permission |
| It will not let me create another team | You reached your plan's cap | Delete one you no longer use, or change plan |
| A colleague cannot see the board | They are not a member of the team it is tied to | Add them to the team from Settings → Teams |
| It will not let me assign a card to someone | That person is not a member of the board's team | Add them to the team first; assigning without that would give them a card they could not see |
Related
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