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Setting permissions

Decide who can see what in your workspace

Updated over a month ago

Setting the right permissions helps you maintain control over sensitive information while enabling collaboration where it’s needed. Whether you’re creating a private library for HR or restricting editing access to leadership documents, permissions allow you to structure your knowledge base without duplicating content or boards. By defining who can view, edit, or access specific areas, you ensure each team member sees only what’s relevant to them.

Below, we explain how permissions work across boards and libraries, how to set them, and how individual vs. group settings interact.


Types of Permissions

There are three permission levels you can assign:

  • 🔍 Reader

    Can view content but cannot create or edit anything.

  • ✍️ Writer

    Can create and manage content.

  • 🚫 No Access (available only for the “All Users” group)

    Content is hidden from all users (except admins) unless they are explicitly granted access. This was previously known as “Invite only.”

💡The permissions do not apply to admin users. They always have access to everything.


Where Permissions Apply

Permissions can be managed at two levels:

  • Board level: Controls access to all libraries within a board.

  • Library level: Overrides board permissions and controls access to a specific library.

🔐 Permissions are only available on Scale and Enterprise plans. Forever Free users can't manage permissions.


How to Set Board-Level Permissions

Step 1: Open the Board Settings

  • Navigate to the board overview.

  • Click the three-dotted menu next to the board name and select Edit.

  • In the modal that appears, click Permissions.

Step 2: Set Default Access

  • You’ll see a default permission for All Users (typically set to “Reader”).

  • Change it to:

    • Writer: All workspace members can create/edit content in this board.

    • No Access: Only explicitly invited users or groups can see or interact with the board.

Step 3: Add Individual or Group Permissions

  • In the permission table, use the input field to add a user or group.

  • Set specific access for each by selecting Reader or Writer from the dropdown.

🔁 If “All Users” is set to Reader, adding the same users individually won’t be shown again to avoid redundancy.

Example:

You want only your Sales Team to see a confidential board:

  • Set All Users to No Access.

  • Add the Sales Team group as Readers.

  • Add Bram (from Sales) as a Writer if he needs to manage the board.

Bram will be able to edit, while the rest of the Sales Team can only read.


How to Set Library-Level Permissions

Step 1: Open the Library Settings

  • Go to your library overview.

  • Click the three-dotted menu next to the library name and select Edit.

  • In Grid or List view, click Permissions.

Step 2: Define All User Access

  • Similar to board settings, choose from:

    • Reader

    • Writer

    • No Access

Step 3: Customize User or Group Access

  • Add individual users or groups with tailored permissions via the input field.

  • Click the dropdown to assign them as Reader or Writer.

Example:

You’re managing a sensitive Payroll Library under the HR Board:

  • Set All Users to No Access.

  • Add the HR Team group as Writers.

  • Add Thomas from HR separately as Reader if he doesn’t need edit rights.

📌 Library permissions override board permissions.

Even if Bram has Writer access at the board level, he won’t see a library if its access is set to No Access and he’s not specifically added.


Summary

Permission Level

Can View

Can Edit

Notes

Reader

Default for general access

Writer

For content owners/editors

No Access

Only for “All Users” group

💡The permissions do not apply to admin users. They always have access to everything.


By tailoring permissions to your team structure, you can confidently scale your documentation while keeping sensitive information secure and accessible only to the right people.

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