Overview

Managing user roles and permissions in monday.com is essential for protecting sensitive data, streamlining workflows, and ensuring team members have the right level of access. This guide explains how to set up roles, apply permissions at various levels, and follow best practices for secure and efficient collaboration.

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👥 User Types in monday.com

monday.com has four main user types, each with different access rights:

User Type	Description	Access Level
Admin	Full access to workspace, users, and billing	Full
Member	Regular team member with full access to assigned boards	Standard
Viewer	Can view boards but cannot edit anything	Read-only
Guest	External collaborator with limited access to shareable boards only	Limited

🔧 Only Admins can change user types and permissions.

🛠 How to Assign User Roles

1. Go to the Admin Panel:

• Click your profile picture (bottom-left corner)
• Select Admin
• Go to the Users tab

2. Change User Type:

• Find the user in the list
• Click the dropdown under the “User Type” column
• Select Admin, Member, Viewer, or Guest

✅ Changes take effect immediately.

🔒 Types of Permissions in monday.com

Permissions help restrict or allow specific actions across boards, columns, and items.

🔸 1. Board Permissions

Control how users can interact with a board:

Permission Level	What It Allows
Edit Everything	Full access to structure and content
Edit Content Only	Users can edit item details but not board layout
View Only	Read-only access
Custom Permissions	Advanced control per user or group

🔸 2. Column Permissions

Lock or hide sensitive columns to specific users or roles.

Examples:

• Lock the Budget column
• Hide Internal Notes from guests

🔸 3. Item Permissions (Pro & Enterprise plans)

Restrict visibility and edit rights on specific items.

Use case:

• Let users see only tasks they’re assigned to
• Keep confidential records (e.g. HR or client data) private

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➕ How to Set Board, Column, and Item Permissions

🔹 Set Board Permissions:

1. Open the board
2. Click the three-dot menu (⋮) > Board Permissions
3. Choose a permission level or customize access

🔹 Set Column Permissions:

1. Click the dropdown on the column header
2. Select Column Permissions
3. Choose who can view or edit the column

🔹 Set Item Permissions (Pro/Enterprise only):

1. Click on a row item
2. Go to Item Permissions
3. Choose whether users can view or edit specific items

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🧠 Best Practices for User Roles & Permissions

Best Practice	Why It Matters
Assign only a few Admins	Reduces risk of accidental changes
Use Viewers for stakeholders	Prevents unintended edits
Limit Guests to shareable boards	Keeps internal data secure
Use item/column permissions for sensitive info	Enhances privacy
Review permissions monthly	Ensures access stays up-to-date

📌 Tip: Document your permission strategy in a shared knowledge base or admin guide.

📚 FAQs

Can a user have multiple roles?
No. Each user can only have one role: Admin, Member, Viewer, or Guest.

Do guests count toward the seat limit?
You can invite up to 4 guests per paid seat at no extra cost.

Can I restrict what Admins can access?
No. Admins have full access to all workspace settings.

Can permissions be copied across boards?
Not directly, but you can duplicate boards with permissions intact.