Permissions and access

This page is for workspace owners and admins deciding who can do what. It lists:

• the built-in permission sets;
• every permission they are made of;
• the access levels of a share.

Two things decide what a member of a workspace can do:

• their permission sets decide what they can do in the workspace;
• shares decide where: which folders, lists and views they can reach (Share a folder or a list).

A member needs both, except members whose sets include See all or Edit all. A Worker who can edit tasks still sees only the folders, lists and views shared with them, plus the views at the top of the workspace, which every member can open. For how the two fit together, see Sharing along the hierarchy.

Built-in permission sets

Every workspace has these sets. A new member starts with Worker.

Permission set	Can do	Guide
Worker	Work on tasks, comments, time logs, relations and recurring tasks in whatever is shared with them. Read folders, lists, views, tags, templates and automations. Vote in Scrum Poker	Invite a member
List/Folder manager	Everything a Worker can do, plus create, change, delete and share folders, lists and views	Grant permission sets
Admin	Every permission except Manage permission sets, See all and Edit all	Grant permission sets
Super Admin	Every permission	Grant permission sets

The owner has every permission

The workspace owner has every permission through ownership, so permission sets change nothing for them.

Sets are given in Workspace settings, under Members or Permission Sets; see Grant permission sets.

Who can give sets

Only the owner and members with Manage permission sets (Super Admin) can give sets or build new ones. Admin can't.

Rules:

• Sets add up. A member can hold several sets, and gets every permission in any of them.
• Built-in sets are fixed. To adjust one, build your own set in Permission Sets (Custom sets). A set you build keeps exactly the permissions you tick.

Example. A contractor who works on one client's tasks gets Worker and a Read share on the folder Client A. They can open and comment on its tasks but not change them, and they see nothing else except the views at the top of the workspace. Changing the share to Edit lets them update tasks and log time.

Permissions by set

Permissions come in blocks, one block per kind of thing. The table shows which built-in sets include each block's permissions.

Block	Permission	Worker	List/Folder manager	Admin	Super Admin	Guide
Workspace	Manage general settings, Manage members, Import data	—	—	✓	✓	Invite members and grant permissions
Workspace	Manage permission sets	—	—	—	✓	Invite members and grant permissions
Folders, Lists, Views	Read	✓	✓	✓	✓	Share a folder or a list
Folders, Lists, Views	Create, Update, Delete, Share	—	✓	✓	✓	Organize folders and lists
Folders, Lists, Views	See all, Edit all	—	—	—	✓	Share a folder or a list
Tasks	Create, Read, Update, Delete, Manage watchers	✓	✓	✓	✓	Create and edit tasks
Task fields	Title, Description, Status, Assignee, Dates, Priority, Tags, Story points, Time tracking	✓	✓	✓	✓	Create and edit tasks
Comments	Create, Read, Update, Delete, React	✓	✓	✓	✓	Comment and mention people
Time logs	Create, Read, Update, Delete	✓	✓	✓	✓	Track time on a task
Relations	Create, Read, Update, Delete	✓	✓	✓	✓	Link related tasks
Recurring jobs	Create, Read, Update, Delete	✓	✓	✓	✓	Set up a recurring task
Scrum poker	Read, Vote	✓	✓	✓	✓	Estimate with Scrum Poker
Scrum poker	Create, Facilitate	—	—	✓	✓	Estimate with Scrum Poker
Automations	Read	✓	✓	✓	✓	Create an automation
Automations	Create, Update, Delete	—	—	✓	✓	Create an automation
Tags, Tag sets	Read	✓	✓	✓	✓	Tag tasks
Tags, Tag sets	Create, Update, Delete	—	—	✓	✓	Tag tasks
Status templates, Relation templates, Templates	Read	✓	✓	✓	✓	Set up a list
Status templates, Relation templates, Templates	Create, Update, Delete	—	—	✓	✓	Set up a list

Permissions with special rules

Permission	Effect	Guide
Read on folders, lists or views	Without it, those items don't show for the member even where they are shared	Share a folder or a list
See all	Sees every folder, list or view of that kind, shared or not. Each kind has its own key: full visibility needs all three	Share a folder or a list
Edit all	Edits every folder, list or view of that kind, shared or not	Share a folder or a list
Share	Adds Share… to that kind of item's menu, where the member gives and removes access and turns Inherit access on or off. Without it, Share… is not in the menu	Share a folder or a list
Task fields	A field left off stays visible, but the member can't change it. Changing any field also needs Update in Tasks	Create and edit tasks
Manage watchers	Adds and removes other people as watchers. Watching a task yourself doesn't need it	Assign and watch tasks
Update, Delete in Comments	Apply to your own comments only: nobody edits a colleague's comment	Comment and mention people
Update, Delete in Recurring jobs	Needed for every change. On a series you created, the permission is enough. On someone else's, you also need an Edit share on the list the series creates tasks in, and deleting it needs Update as well	Set up a recurring task

Share access levels

A share gives one member access to one folder, list or view. Open it from the item's menu with Share… (Share with a member).

Members only

Shares reach only members of the workspace: to give someone outside access, invite them first.

Access	Allows	Guide
Read	Seeing the item and its tasks, commenting and reacting, and watching a task yourself	Share a folder or a list
Edit	Everything Read allows, plus changing the item and its tasks, logging time and adding other watchers, as far as the member's permission sets allow. A relation needs Edit on at least one of the two tasks	Share a folder or a list

Inheritance and private items

Rules, with the example in Access down the tree:

• A folder share covers what is inside — folders, lists, views and tasks — except items marked Private and what they contain.
• A list share covers its views, except private ones.
• The dialog names the source. A direct share reads Provided by and the workspace owner's name; an inherited one reads Via and the folder it comes from.

Case	Who sees it	Guide
Inherit access on (the default)	Everyone with access to the parent folder or list, plus anyone shared directly	Share a folder or a list
Inherit access off: the item shows a Private badge	Only its creator, anyone shared directly, the workspace owner, and members with See all or Edit all for that kind of item	Private branches
A view at the top of the workspace	Every member can open it. Changing it needs an Edit share and Update in Views (List/Folder manager and above)	Share a folder or a list
A list's default view	Everyone with access to the list, always	Set up a list

Turn Inherit access off in the item's Share… dialog, or when you create a list or view.