As a leader, you want your team to have the tools they need while ensuring your content doesn't end up in the wrong hands. Private access controls allow your members to view and share your content while you maintain total control over the guest list.
By making a Board private, you ensure that only you (the Owner) can authorize new people to join.
Before You Begin
While making a Board private adds a layer of security, keep these points in mind:
- Administrative Load: If you have a fast-growing team, you will be responsible for manually adding every new member.
- Functionality: Setting a Board to private does not prevent members from using your content. They can still copy and share as long as your Sharing Permissions allow it.
How to Privatize Your Board
To ensure that no one else can add members to your Board, you must complete two essential steps:
Step 1: Disable "Join via Link"
This prevents your board link from being passed around or discovered by non-team members.
- Go to your Board settings.
- Turn OFF the toggle for Allow joining this Board via Links.
- Learn more about Managing Board Links.
Step 2: Adjust Member Permissions
You must ensure that current members do not have "invite" privileges.
- Open your Member List.
- Ensure all members are set to Can Access permissions rather than Can Access and Add Members or Editor permissions.
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Learn more about Adjusting Member Permissions.
Managing the Gatekeeper Role
Once these steps are complete, your Board is officially private. When a new person needs access, you will need to add them manually via their email address in the Members tab.