To get the most out of monday.com, it is important to understand the basics of the Work OS. These basics also include the topic of user types. Which type has which authorisations, what they can do and how best to use them.
In this blog post, we explain the different types and how you can use them correctly in your monday.com environment.

We have also created a detailed video on our YouTube channel about the various roles in monday.com. So if you want to find out more in addition to the blog, take a look at the video.

Admin

An admin is basically a “super user” with extensive rights, who has full access to the entire account. He is responsible for managing all aspects from users and boards to security issues and billing. This allows one team member (or several if you wish) to manage the team efficiently and securely, if you wish ) can lead the team efficiently and safely.

What can an admin do?

Here’s a breakdown of what an admin can do (in addition to everything a user can do)

• • • Change account name
    • Change account URL
    • Change the logo (e.g. from the monday.com logo to the company logo)
    • Set and sort standard labels for the status columns
    • View all users and admins and add additional admins to the account
    • Set account security
    • View invoices and the payment method
    • Show all basic, memory and advanced statistics
    • Delete account
    • Joining a closed workspace without the authorisation of the workspace owner
    • Make yourself the workspace owner
    • Make yourself a board owner on main boards or private or shareable boards that you have subscribed to
    • Transfer or change ownership of the board
    • Deactivate user
    • Delete user
    • Delete the entire account

Team members

Team members are the colleagues or employees from your department or organisation that you work with on a daily basis. They have access to all information on the main boards and can be invited to collaborate seamlessly on shareable and private boards.

There are two different types of team members: Members and Observers. To find out more about the differences between these two types, you can take a look at this article or read a brief overview in the following section.

Members

A member is a type of team member who has editing rights for the boards of an account. In addition to the rights of an admin, a member can perform the following actions:

• • • Create and edit boards
    • Create and edit elements
    • Create and edit folders
    • Invite other members to a board or element
    • Access to all main boards
    • Accept invitation to shareable or private boards
    • Edit his/her profile
    • Communicate and add attachments

The number of members you can add to your account depends on the package you have purchased. For example, if you have the standard package with 10 users, you can invite up to 10 members.

You can find more information about the prices of monday.com under the following link:

Viewer

Viewers are a special type of user that you can invite to your monday.com account. Similar to team members, they have access to the main board area as well as the shareable or private boards you share with them. The difference, however, is that viewers have read-only access and cannot make any changes.

A viewer can:

• • • Show all main boards in open workspaces of the account (as well as private workspaces to which they have been added )
    • Open elements and read the associated updates
    • Search or filter in a board
    • Being invited to shareable or private boards
    • Edit your own profile area
    • Invite other viewers ( unless the admin has deactivated this option)
    • Open board views
    • Being assigned to a team
    • View and customizeinformation in “My work”
    • Export boards to Excel

What a viewer cannot do:

• • • Create or deletenew boards
    • Editingthe content of a board
    • Changing the structure of a board
    • Editinformation in “My work”
    • Change board settings
    • Add updates to an item or like other people’s posts
    • Register yourself or others for an element or board
    • The following are assigned as board owners
    • Inviteguests to a divisible board
    • Createa team

A viewer profile is identified by a small eye symbol next to the avatar, and “Viewer” is displayed at the bottom left of the screen, which indicates that this account only has viewing rights.

How many viewers can I invite to my account?

You can invite an unlimited number of viewers, regardless of which package you have purchased. Viewers are not included in the account. You can also invite other viewers to view the account yourself, unless the admin has restricted this function .

guests

A guest is a user who is not part of your organization and does not belong to your subsidiaries, branches or other affiliated companies. Examples of guests are customers, suppliers, freelancers or external consultants.

A guest must use an email domain that is different from the email domains associated with your organization, your subsidiaries, branches or other affiliated companies. Guests can only be invited to shareable boards and do not have access to main or private or private boards. This function allows you to collaborate easily with external people, while maintaining the security of the information on the main and private boards.

This is what a guest ‘s profile looks like:

User-defined roles

Once a custom role has been created, it can be assigned to any team member in the account via the user management area.

Subscribers

Subscribers are admins, team members and guests who “follow” or have subscribed to a board. As soon as someone publishes an update on a subscribed board, this information appears in the inbox of all subscribers to this board. Further details can be found in this article.

Board owner

A board holder is either:

• • The person who created the board, or
  • a subscriber to the board who has been designated as a co-owner by the creator of the board.

The role of the board owner is particularly important when it comes to defining restrictions for a board. For example, the board owner can specify in the board permissions that non-owners only have read access to the board.

Conclusion

Understanding the different user types in monday.com is crucial for the efficient and secure management of your team and projects. From admins with extensive permissions to specialized team members , guests and viewers, who are specifically involved , monday.com offers flexible roles to optimize collaboration. Through the targeted use of these user roles , you can maintain control and at the same time meet the various requirements of your team.

As an official monday.com partner, we are here to help you realise the full potential of this platform for your company. Don’t hesitate to contact us if you have any questions or need support with implementation. We will be happy to help you!