Board Permissions in Ontraccr: Controlling Access and Collaboration
🔐 Board Permissions in Ontraccr: Controlling Access and Collaboration
Overview
Board permissions allow you to control who can view, edit, assign, and interact with each board. You can grant access to specific users or make boards visible to everyone in your company. Fine-tuned controls let you decide what each user is allowed to do.
🎯 Why Permissions Matter
Board permissions help you:
- Keep sensitive workflows (e.g. HR, finance) private
- Collaborate with only the right team members
- Limit editing capabilities to specific roles
- Allow read-only access to field or support staff
- Prevent accidental changes or data exposure
🧭 How to Access Board Permissions
- Open the board.
- Click the Settings button with the gear icon (⚙️) to open Board Settings.
- Navigate to the Permissions tab at the top of the settings panel.
👥 How to Set Permissions
🔹 Option 1: Make the Board Public (Company-Wide Access)
- Toggle the “Public” switch ON
- All users in your company will have visibility
Then choose access levels for all users:
- View Only
- View + Assign Cards
- Edit Only Assigned Cards
- Edit All Cards
- Allow Form Submissions
✅ Great for boards like task tracking, project dashboards, or general announcements.
🔹 Option 2: Custom Permissions (User-Specific Access)
If you leave the Public toggle OFF, the board is private by default.
You can now manually assign users and set their permissions.
For each user:
- View Own / View All
- Edit Own / Edit All
- Allow Form Access
Use the search bar at the top to quickly find users in large companies.
✅ Best for sensitive workflows like HR, estimating, or finance.
✅ Example Use Cases
| Use Case | Permission Setup |
|---|---|
| Field staff should only view their own assigned cards | View Own + Assign Only |
| Estimators should edit only their cards | View All + Edit Own |
| HR manager needs full control of onboarding board | View All + Edit All |
| Client-facing board needs to stay private | Leave public OFF, add only internal staff manually |
🧠 Tips & Edge Cases
- Public ON still allows you to restrict editing — it only affects visibility
- If someone can’t see a board, check:
- Are they added to the board permissions?
- Is the board restricted by division?
- Use form access checkboxes to allow data collection from non-editing users
- If your org has high turnover, periodically review board access for accuracy