Multi-board guests

Multi-board guests are users that are not a member of a Standard or Premium Workspace but have been invited to more than one Workspace board. 

Like Workspace members, multi-board guests can be added to unlimited Workspace boards. Also like Workspace members, if a user ceases to be a multi-board guest during a billing term, then the seat will become available for a new billable user (either Workspace member or multi-board guest) for the rest of the billing term.

For example, if a Workspace is on a monthly subscription, and a multi-board guest is removed mid-month, a new Workspace member or multi-board guest can be added without the account being charged for a new billable user during the month.

Cost

Multi-board guests are billed at the same rate as a normal Workspace member and the cost of adding someone new to an existing subscription is prorated to the next renewal date. Check out out or pricing page for monthly and annual prices. 

Converting multi-board guests into Workspace members

If you’re a Workspace admin and want to change a multi-board guest into a Workspace member, visit your Workspace member page from within the sidebar. From there, choose the “Add to Workspace” button next to the member’s avatar and name. 

Alternatively, if a multi-board guest requests Workspace membership, you can accept their request to convert them to a Workspace member. More about Workspace membership requests can be found here.

Multi-board guests are already a billed user and converting a multi-board guest to a normal Workspace member does not cost an additional charge.

Converting multi-board guests to single-board guests

If you would like to change a multi-board guest to a single-board guest, you can remove the user from all but one board on the Workspace. For Standard and Premium Workspaces, changing multi-board guests to single-board guests will stop the account from being billed for that seat on future renewals and opens up the seat license for someone else to consume at no additional cost.

You can change a multi-board guest to a single-board guest by visiting the “members” page under the Workspace settings and selecting the boards link next to the “Add to Workspace” button for that user. That link will show a menu with links to each board the member is collaborating on. From there, you can either select the board you’d like to remove them from, or you can remove them directly from the board if you already have it opened.

If a member is on a Workspace board that is moved out of the Workspace or closed, that board doesn't count towards being a multi-board guest.

Who can add multi-board guests to Workspace Boards

As with adding traditional Workspace members, only Workspace admins can add multi-board guests to a Standard or Premium Workspace.

Who can remove multi-board guests from Workspace Boards

Workspace admins under a Standard or a Premium plan can remove Workspace guests to convert them into single-board guests from the Members' page.

If the Workspace guest that you’re trying remove from a board is the only board admin, you’ll have to re-assign this role to another user.

On a free Workspace, though, a Workspace admin would need to be a member of a board to remove another member.

Inviting to boards

Anyone can add a guest to that guest’s first board on a Workspace. However, due to the billable nature, only Workspace admins can add a guest to a second Standard or Premium Workspace board. Any user other than a Workspace admin who attempts to add a guest to a second Workspace board will be told that they need to contact the Workspace admin to add the multi-board guest.

Once a board member becomes a multi-board guest on a Standard or Premium Workspace, anyone can add the multi-board guest to subsequent boards on the Workspace.

Moving boards

Only Workspace admins can make a single-board guest a billable multi-board guest by moving a board they are on into a Standard or Premium Workspace.

• If a Workspace admin moves a board with one or more single-board guests on it into a Workspace, the admin will be alerted that the single-board guests will become multi-board guests.

• If any user other than a Workspace admin moves a board with one or more single-board guests on it into a Standard or Premium Workspace, the non-Workspace admin will be alerted that any single-board guest will be removed from the board that is being moved into the Workspace. This is to prevent them from becoming billable multi-board guests.

Reopening closed boards

Like moving boards, only Workspace admins can make a single-board guest a billable multi-board guest by reopening a Standard or Premium Workspace board that a single-board guest is on.

• If a Workspace admin reopens a Workspace board with one or more single-board guests on it, the admin will be alerted that the single-board guests will become billable multi-board guests.

• If any user other than a Workspace admin reopens a Workspace board with one or more single-board guests on it, the non-Workspace admin will be alerted that any single-board guest will be removed from the board to prevent them from becoming billable multi-board guests.

Mobile

On mobile devices, no one is allowed to take action that would make someone switch from being a single-board guest to a multi-board guest. These actions could include inviting a user to a board, moving a board, or reopening a board.

• If a mobile user tries to invite a single-board guest to a second board, then the action will be blocked.

• If a mobile user tries to move a board, and that board move would result in users becoming multi-board guests, then the mobile user moving the board will be given the choice to either not complete the board move or to complete the board move and remove the users who would become multi-board guests from the board moved.

• If a mobile user tries to reopen a closed board, and reopening that board would result in users becoming multi-board guests, then the mobile user reopening the board will be given the choice to either not complete the action or to complete the action and remove the users who would become multi-board guests based on the board reopen.

Actions that don’t result in a user switching from being a single-board guest to a multi-board guest are allowed. These allowable actions include:

• Any action that would make someone a single-board guest on a Workspace

• Any action to add someone to additional Workspace boards if they are already a multi-board guest on that Workspace

What if I still have questions?

We’re happy to help! Reach out to us on our contact page and we can explain any questions or concerns that you might have about multi-board guests.