Control who can see a project
Set a project's access level to Admins, Members, Collaborators or Private, and manage the people on a private project.
Last reviewed October 11, 2026
Every project has an access level that decides which teammates can open it. This article is for admins who want to keep a board to a smaller circle, and for anyone wondering why a project is missing from their list.
What this page helps you do
- Understand the four access levels.
- Change a project's access level.
- Pick the people on a private project.
- Know how a collaborator's game access affects what they see.
You'll start from a project board (Projects in the sidebar, then click a project card).
Before you start
- Only admins change access levels. Members and collaborators see the level as a read-only label.
- Roles in Boardssey are admin, member and collaborator. The team owner is an admin. See Roles explained.
The four access levels
The level sits on a small chip next to the project title on the board, and in the Who can access this project? field when an admin creates a project.
Helpful details
- Key areas: Admins: only admins can open the project. Members: admins and members. Collaborators: everyone in the team. Private: only the people you pick, plus the project's creator and the team owner.
- What you can do: a new project starts at the level of the person creating it. A member's project is at Members; a collaborator's project is at Collaborators. Admins can pick any level when creating.
- Good to know: a collaborator also needs access to the project's game. A Collaborators project linked to a game is visible only to collaborators who hold a grant on that game (see Share access on a game). A Collaborators project with no game is visible to every collaborator.
Change the access level
- Open the project board.
- Click the access chip next to the project title.
- Pick Admins, Members, Collaborators or Private.
The change saves right away and you see "Updated!".
Helpful details
- Key areas: the access chip, which is a dropdown for admins and a plain label for everyone else.
- What you can do: switch levels as the project's needs change, for example from Admins while you plan to Members once work starts.
- Good to know: people who lose access stop seeing the project and its tasks everywhere: the Projects tab, All Tasks, the Calendar, the Timeline, the team dashboard and Stats.
Pick the people on a private project
- Click the access chip and pick Private. The Private project members dialog opens.
- Tick the teammates who should have access.
- Click Make private.
To change the list later, click the chip and pick Manage members, adjust the list, then click Save members.
Helpful details
- Key areas: the Private project members dialog with its note: "Only the selected people, the project creator, and the team owner can see this project."
- What you can do: add or remove people at any time. When you create a project, admins can set Private and pick the people under Who can access in the same form.
- Good to know: Duplicate on the Projects tab copies a private project's member list to the copy.
Tips & common questions
A collaborator cannot see a project I set to Collaborators. Check the project's game. A collaborator needs access to that game as well as the project level. Grant it on the game's sharing settings, see Share access on a game.
Can a member make a project private? No. Members and collaborators see the level but cannot change it. Ask an admin.
Does a private project hide its tasks from All Tasks and the Calendar too? Yes. Those views only show tasks from projects you can open, and the Stats tab only counts them.
Who can edit the project's name and description? Admins, by clicking the title or the description on the board.