---
title: "Board Permissions in Ontraccr: Controlling Access and Collaboration"
url: "https://help.ontraccr.com/en/article/board-permissions-in-ontraccr-controlling-access-and-collaboration"
language: "en"
last_updated: "2025-05-27T17:33:28.447Z"
---

# 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.

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## 🎯 **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

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## 🧭 **How to Access Board Permissions**

1.  Open the board.
2.  Click the **Settings button with the** **gear icon** (⚙️) to open **Board Settings**.
3.  Navigate to the **Permissions** tab at the top of the settings panel.

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## 👥 **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.

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### 🔹 **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.

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## ✅ **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 |

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## 🧠 **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