Invite Members to Board
Guides users on inviting team members to Trello boards to collaborate on projects and tasks.
This guide demonstrates how to share Trello boards with team members and manage their permission levels. You'll learn to invite users via email, send personal messages with invitations, and control access by setting appropriate permission levels such as Member or Observer.
When to Share Boards
Board sharing is essential for collaborative project management. Share boards when you need to:
- Collaborate with team members on projects
- Provide stakeholders with project visibility
- Allow clients or external partners to track progress
- Enable read-only access for reporting and oversight
Understanding Permission Levels
Trello offers different permission levels to control what users can do on your board:
- Member: Full access to create, edit, and manage cards, lists, and board settings
- Observer: Read-only access to view board content without making changes
Navigation
To share a board, you need to be on the specific board you want to share. Navigate to your desired board through the Board switcher in the left sidebar or through your workspace dashboard.
How to Share a Board and Set Permissions
Locate and click the three-dot menu icon (OverflowMenuHorizontalIcon) in the top-right area of your board. This menu provides access to board settings and sharing options.
From the dropdown menu, click the Share button. This opens the board sharing interface where you can manage board members and send invitations.
In the invitation field, enter the email address of the person you want to invite to the board. You can also include a personal message to provide context about the board or project. In this example, the message "come on:)" adds a friendly tone to the invitation.
After entering the email address and optional message, click the Share button to send the invitation. The user will receive an email notification inviting them to join the board with the default Member permission level.
To modify the user's permission level, locate their name in the board members list and click on the Member dropdown next to their name. This displays the available permission options for that user.
From the permission dropdown, select Observer to change the user's access level. This restricts them to read-only access, allowing them to view board content, cards, and comments but preventing them from making any modifications to the board structure or content.
Choose Observer permissions for stakeholders, clients, or team members who need visibility into project progress but shouldn't modify board content. This maintains project integrity while providing transparency.
Best Practices for Board Sharing
Security Considerations
- Regularly review board members and remove users who no longer need access
- Use Observer permissions for external stakeholders to prevent accidental modifications
- Be cautious when sharing boards containing sensitive project information
Communication Guidelines
- Include context in invitation messages to help new members understand the board's purpose
- Explain the board structure and workflow to new team members
- Set clear expectations about each member's role and responsibilities
Board sharing permissions apply immediately. Users with Member access can modify board content, create and edit cards, and manage lists. Consider starting with Observer permissions and upgrading as needed.
Troubleshooting Board Sharing
Common Issues
- Invitation emails may be filtered to spam folders - advise recipients to check their spam
- Users must have Trello accounts to access shared boards - they'll be prompted to create one
- Workspace restrictions may prevent sharing with external email domains
Related Board Management Features
After sharing your board, you may want to explore additional collaboration features. Learn how to manage cards and track progress to maximize team productivity. You can also enhance collaboration by enabling comments and team communication on shared boards.
Summary
Sharing Trello boards with appropriate permission levels is fundamental to effective team collaboration. By following this process, you can invite team members, stakeholders, and external partners while maintaining control over who can modify your board content. Remember to choose Observer permissions for read-only access and Member permissions when users need full editing capabilities.
Start by identifying who needs access to your board, then use the Share button to send invitations with personalized messages. Always review and adjust permissions based on each user's role in your project to maintain both collaboration and security.