Invite people outside your workspace to a board
Send email invitations to a board as editor or viewer, approve join requests, and understand what an outside guest can see.
Board invitations let you work with clients, contractors and partners without giving them a workspace account. They see only the board you invite them to. This option appears in board settings when invitations are switched on for your account.
Invite people
- Open the board in Tasks and open Board settings. Only the board's owner can invite.
- Find Invite people.
- Type Email addresses, separated by commas. The form tells you how many people you can invite at a time.
- Choose what they can do: Can edit (add and move cards) or Can view (see everything, change nothing).
- Choose Send invitations.
You see Sent N invitations, and any address that could not be sent is listed with the reason.
If you add someone's address to the members list and they are not in your workspace, the app can offer to invite them as a guest of this board instead.
What happens next
Each person gets an email with a link. Each link works once and expires after a while, so ask the owner to send a new one if it has. They open it, sign in or create a free account with Email me a code or the sign-in options, and use the same email address the invitation was sent to. They join as soon as they are in, and the board appears under Shared with me in their Tasks.
If someone signs in with a different address, the board's owner is asked to approve them. You see them under Asking to join with Approve and Deny. They are told when you decide.
Manage invitations
Under Waiting to accept you can:
- send an invitation again, which makes a new link and stops the old one working,
- revoke it with the x, which shows Invitation revoked.
An invitation that is expired, withdrawn or already used shows a clear message when opened.
What a guest can see
Only that board: its cards, comments, checklists, sprints, epics and reports, according to their role. They cannot see your mail, files, chat, other boards or directory. Names on the board come from the board itself.
Good to know
- Members count toward the limit on free boards, and pending invitations count too.
- A member can leave a board from its settings. The owner can remove members.
- Your administrator's rules about sharing outside the workspace still apply.
Tips
- Use Can view for stakeholders who only need to follow progress.
- For people who need no account at all, see Share a board with a public link.
More guides in Tasks & Boards
Plan work with boards, lists and cards
Create a board, add cards with quick-add shortcuts, move them across columns and open a card for details, checklists and labels.
Run sprints with the backlog, epics and reports
Turn on sprints for a board, plan work from the backlog, start and finish a sprint, and read burndown and velocity.
Track time on cards and review your timesheet
Start a timer or log hours by hand on a card, then review your week in Timesheet.
Free boards for anyone with Open Boards
What the free Boards page is, how to make a board from a template, and how it connects to a PGB Business workspace.
Share a board with a public link
Turn on a read-only link anyone can open, choose whether names show, control search engines, and turn it off again.