Sharing a Board — Access Flow and Permissions

When Sharing Happens

After you save a new board, the Access/Share flow is immediately presented as the next step — you're prompted to share before anything else. You can also access the sharing flow at any time from the Customize panel.

A board in Draft state is not visible to anyone except its creator. Publishing happens when you confirm the Access flow.

The 3-Step Access Flow

The Access flow is labeled "Access" throughout the UI (not "Share" or "Distribution").

Step 1 — Select Who Gets Access

Choose from four scoping options — you can use any combination:

• Locations — all users at the selected location(s) with board access permissions get access
• Teams — all members of the selected team(s)
• Roles — all users with the selected role(s) at the selected location(s)
• Individual users — specific named people

Participants who are already on the board appear pre-selected and locked in the picker — you can't accidentally remove them from this step.

Step 2 — Settings

Configure notification settings for the new participants. The notify toggle is off by default. If turned on, a role/user picker appears so you can select who receives the notification.

Step 3 — Review & Confirm

Review the full list of who will have access. Confirm.

On confirm:

• The board status changes from Draft to Published
• The board becomes immediately visible for all granted participants
• A "Shared" visual tag appears on the board card in list view and in the board canvas topbar

The "Shared" Tag

All boards are shared boards — multiple locations and/or users collaborate on one live board. The "Shared" tag is visible on:

• The board card in the Boards list view
• The board canvas topbar

Shared boards display a read-only Origin field on each card showing which location/user created that card.

What Shared Means in Practice

On a shared board, all participants see the same live board at the same time. When someone moves a card, everyone sees it move. When someone adds a card, it appears for everyone.

The Origin field on each card is read-only — it shows which location or user created the card, helping multi-location teams understand where work is coming from.

Permissions — Who Can Do What

Boards uses Xenia's existing role permission system with the following board-specific capabilities:

Key takeaways:

• Only Admins and Owners can create boards and manage who has access
• Full Users can fully participate — creating cards, assigning, managing labels, deleting cards
• Basic Users can only update cards that are assigned to them
• No role can see all boards across all locations in V1 — access is always board-by-board

Accessing the Board Access Settings After Creation

To update board access at any time:

1. Open the board
2. Open the Customize panel (right-side panel)
3. Find the Access section
4. Use the same 3-step flow to add or adjust participants

Role-Level Permission for Boards

In addition to board-level access, there are two role-level permission toggles in Settings → Users & Teams → Roles:

1. Can access boards — whether this role can see and use boards at all
2. Can create boards — whether this role can create new boards (in V1, Admin/Owner only)

These role-level toggles control access at the workspace level. Board-level access then provides finer control within that.