Working with other people
Who can access a board, with which permissions, and how the team communicates inside it.
Reviewed on September 14, 2026
Sharing a board
From the «Share» button in the board bar. It accepts either searching for someone who already uses Kanbanly or entering their email address.
Sharing a board grants access to THAT board and no other: it does not add anyone to the workspace. Adding someone to the whole workspace is done from its area on Home, and is the responsibility of whoever administers it.
The three roles
Everyone joins a board with one of these three:
- Admin
- Full access, including board settings and the management of its members.
- Member
- Viewing and editing cards and lists. This is the ordinary working role.
- Observer
- Viewing and commenting, with no ability to make changes.
Access requests
Anyone opening a board in a workspace they do not belong to can request access instead of meeting a closed door. The request appears under «Share», in a tab of its own, for whoever administers the board.
Accepting it involves choosing which role the person joins with, and the requester is notified.
Comments and activity
Comments are written inside each card and are where a specific matter is discussed. Everything else — who moved a card, who changed a date — is recorded automatically.
That record can be read in full under «Activity», inside the board menu, or filtered by person by clicking their avatar in the board bar. People who no longer belong to the board still appear in it: hiding them would leave gaps in a history whose whole purpose is to reconstruct what happened.
Notifications
The bell in the top bar reports what affects each person directly: being assigned a card, being mentioned, or having a request accepted.
«Follow», in the board menu, extends that to everything that happens on the board. Account settings determine which notifications are sent by email and which stay in the bell only.