Members are free on every plan
Your bill is set by the plan you choose, not by how many people log in. Any number of teammates can join as members on every plan, so there is no approval workflow to invent internally and no quarterly audit to remove dormant users to save money.
Admin seats are the part each plan caps. The owner and every admin take one: 2 on Free, 3 on Starter, 10 on Growth and unlimited on Business. Because the owner can grant members most of what an admin does, many teams need only one or two admins.
Inviting people
Invite one person by email, or switch to Bulk and paste a list of addresses separated by commas, spaces or new lines. Each person gets an email with a link to join; you can also copy the invite link and send it yourself. Pending invites can be resent, which also extends them, or revoked.
- 1Open Settings, then Members.
- 2Choose Invite teammates.
- 3Enter one email, or choose Bulk and paste several.
- 4Pick the role, Member or Admin, and send.
The three roles
Owner: one per workspace. Billing and plan changes, security settings, deleting or transferring the workspace, and deciding what admins can do are owner-only.
Admin: runs the workspace day to day, including boards, settings, integrations, the API and promoting or demoting other admins.
Member: part of your team on the boards. Members can see private boards and internal notes, vote and comment; anything more is up to the owner and admins.
There are no custom roles beyond these three, and no separate moderator role.
Deciding what each role can do
The Roles tab on the Members page lists areas of the product, such as Boards, Tags, Changelog, Triage feedback, Delete and merge, Rewards, People and Data, and lets you switch each one on or off for admins and for members. Admins have them all by default; members start with none.
Triage feedback is the one most teams change: it lets someone change statuses, tag and assign posts, move posts between boards and work the moderation queue. Give it to the support lead or product manager who owns the board, and they can triage without being able to change workspace settings.
People outside your company
There is no guest role. To give a contractor, design partner or customer access to one private board, add their email address, or their whole @domain, to that board's Access list in Admin, then Boards. They can view the board and take part as the board's settings allow, without becoming members of your workspace. Remove them from the same list when the engagement ends.
On Growth and Business, the owner can also restrict which email domains can be invited at all, under Settings, then Security, with Allowed sign-up domains.
What customers can do
Customers are not seats and never appear on your bill as a per-person charge, though each plan includes a number of tracked voters: 100 on Free, 1,000 on Starter, 10,000 on Growth and unlimited on Business. On boards they can see, they post, vote, comment and follow requests, as each board's Who can post, Who can vote and Who can comment settings allow. They sign in with email or Google first; there is no anonymous voting, which is what keeps it to one vote per person.
Who to invite first
Start with the people who hear from customers every day: support, customer success and sales. They are the ones who will log requests that would otherwise stay in a ticket or a call note. Invite them as Members so they can see everything and take part without changing settings.
Give Triage feedback to one person per area, usually the product manager who owns it, so statuses move under one owner's judgement. Keep Admin for the two or three people who manage settings; it is easier to add access later than to explain why a status changed unexpectedly.
Changing owner
The owner can hand the workspace to another member with Transfer ownership, from that person's row on the Members page. The previous owner becomes an admin. An owner who wants to leave the workspace has to transfer it first.