To add users to a Trello board, you simply select the Share option from the board menu, search for the individual by name or email address, and then click their name to add them.
Step-by-Step: Inviting Members to Your Trello Board
Adding members is essential for collaboration, allowing your team to view, contribute to, and manage tasks on a Trello board. Here's the precise method:
- Open the Desired Board: Navigate to the specific Trello board where you want to add new members.
- Access the Share Menu: From the board menu (usually found in the top right corner), select Share.
- Search or Enter Email: In the pop-up window, you can search for a user by name or enter an email address to invite them to the board. This is useful for inviting both existing Trello users and new collaborators.
- Confirm Addition: Once you find the correct user or enter their email, click their name to add them to the board.
Important Note on Permissions: Depending on the board settings, you may need to be an admin to invite someone to the board. If you are not an admin, you might need to request an administrator to add the desired members.
Understanding Trello User Roles and Permissions
When you add someone to a Trello board, they typically become a "member." Board members have various capabilities, but admins hold more control.
- Board Admin: An administrator has full control over the board. This includes adding and removing members, archiving or deleting cards and lists, changing board settings (like visibility and permissions), and managing custom fields. They are crucial for maintaining the board's structure and team.
- Board Member: Standard members can view, edit, move cards, add comments, and participate in all aspects of the board's workflow. Their ability to add or remove other members is usually restricted unless they are also an admin.
Inviting External Users and Collaborators
If the person you wish to add is not already a member of your Trello workspace or organization, you can still invite them by using their email address. They will receive an email invitation to join the board and, if they don't have one, to create a Trello account. This makes it easy to collaborate with clients, contractors, or external partners.
Best Practices for Managing Board Members
Efficient member management enhances team productivity and board security.
- Regularly Review Members: Periodically check who has access to your boards, especially for sensitive projects. Remove members who no longer need access.
- Communicate Changes: Inform new members about their role and any specific board conventions. Similarly, notify team members about significant changes in board membership.
- Utilize Privacy Settings: Trello boards can be set to Public, Workspace Visible, or Private. Choose the appropriate setting to control who can view and join your board, complementing your member invitation process.
- Define Roles Clearly: Ensure team members understand their roles and responsibilities on the board to prevent confusion and streamline workflow.
Here's a quick overview of typical actions and the required permissions:
| Action | Who Can Typically Perform It | Description |
|---|---|---|
| Add New Members | Board Admin | Invite new users to the board by name or email. |
| Remove Members | Board Admin | Take users off the board, revoking their access. |
| Edit Cards | Board Member, Admin | Modify card details, assign members, set due dates. |
| Create New Cards/Lists | Board Member, Admin | Add new tasks or organizational structures to the board. |
| Change Board Settings | Board Admin | Adjust visibility, permissions, and other core board configurations. |
| Archive/Delete Boards | Board Admin | Take boards out of active use or permanently remove them. |
For more detailed information on Trello features and support, you can visit Trello's official website or their Help & Support portal.
