Managing Users
Kanera has two common ways people get access to work:
- Workspace users: people in your organisation who are added to a workspace.
- Guests: people outside your organisation who are invited to selected boards only.
On a standalone board, active organisation users can be granted access directly because there is no separate workspace member roster. External collaborators still use guest access.
The distinction matters. Workspace users belong to your organisation; guests are external collaborators. Day-to-day access for both is granted board by board, while Workspace Admin controls workspace configuration and inherits access to every board.
Open user settings
- Open the workspace.
- Go to Workspace settings.
- Choose Members to manage workspace users.
- Choose Boards -> Manage access to manage each board's internal members and accepted guests.
- Choose Guests to invite external board guests or review pending invitations.
Main concepts
| Person type | Belongs to your org? | Counts toward seats? | Access scope | Where to manage |
|---|---|---|---|---|
| Organisation user | Yes | Yes | Can be added to one or more workspaces. | Organisation user settings, then workspace Members. |
| Standalone board member | Yes | Yes | Specific standalone board access as Editor or Observer. | The board's access menu. |
| Workspace user | Yes | Yes | Workspace membership. Admins inherit every board; Members need an explicit grant per board. | Workspace settings -> Members and Boards. |
| Guest | No | No for the first board. One purchased seat for two or more boards on hosted Pro. | Specific board access only. | Workspace settings -> Guests. |
The most important rule is simple: guests are external and board-only. If someone is part of your organisation's operating team, add them to the organisation and workspace, then grant the boards they need.
For a standalone board, add an internal person to the organisation and grant them access from the board directly. No workspace-membership step is required.
Every explicit board grant has an Editor or Observer role. It can also be limited to Assigned items only, which shows the person only cards assigned directly to them or through a checklist item.
Workspace users are organisation users, so they count toward your organisation's seats. Guests are external board-only collaborators. On hosted Pro, a guest's first board across the organisation is free. A second or later board uses one purchased seat in total, without expanding the guest's access beyond explicitly granted boards.
When to use members vs guests
| Situation | Use |
|---|---|
| Employee, internal teammate, or long-term collaborator | Organisation user + workspace member |
| Project manager who needs Team Cards and Portfolio across boards | Workspace member |
| Client who only needs one delivery board | Guest |
| Contractor who only needs one board | Free guest |
| External partner who needs two or more specific boards | Guest using one purchased seat |
| External partner who needs broad workspace access or ongoing team access | Organisation user + workspace member |
| Someone who only needs to read a board | Observer role, either as workspace member or guest depending on whether they are internal or external |
When in doubt, ask whether the person belongs in your organisation or should remain limited to selected boards. If they belong in your operating team, add them to the organisation and workspace. If they belong to another Kanera organisation, invite them as a guest.
An existing user who belongs to another organisation cannot be converted into a full member of yours through a guest invitation. Their first board is free; a second or later board uses one purchased seat while they remain board-scoped.