Task Permissions allow you to hide specific tasks from different users to make your checklists more private. You can also use task permissions to just show users what they need to focus on.
You can control the permissions for:
- All Members within your organization
- All Guests
- Anyone accessing a checklist through a Share Link
- Individual Members or Guests
- Your organization’s Roles
Plan: Task Permissions are a feature on our Standard Plan.
Users: In order to add or change Task Permissions, you must be an administrator or a member who has been given ‘can edit’ access by your administrator.
Task Permissions explained
First click on the task you’d like to set permissions or, then click “Permissions” shown below.
Note that if this says “Custom” instead of “Permissions”, then there are already some task permissions set on this task/s.
You’ll see a box appear which contains the permission options.
If the permission is on (green) for your members and guests, that means that tasks will be visible to those users.
If the permission is on (green) for the checklist share link, this means that any user accessing the checklist via the share link will have visibility of that task. This is a great way to pass along specific tasks to external users, like your customers.
Setting general permissions
You can customize the permissions with any combination that you’d like.
Pro tip: Multi-select more than one task to set permissions in bulk. Multi-select consecutive tasks – Hold down the ‘Shift’ key (Windows & MacOS) and use your mouse to click the two tasks and everything in between will become highlighted. Multi-select separate tasks – Use the ‘CTRL’ Key (CMD in MacOS) to individually select multiple tasks at a time. Hold down the ‘CTRL’ key (CMD in MacOS) and use your mouse to click all the tasks you want to select.
In the example below, the permissions are turned on for members & guests, but off when viewing the task via the checklist share-link.
This means that the task is visible to your members and guests but hidden when viewing it via the checklist-share link.
Below, we have the permissions on for only members. This means this task is visible to all members but hidden from our guests, and when viewing it via the checklist share link.
You can create any set of permissions that you’d like to give visibility of different tasks, to different users.
User specific permissions
You can choose to give individual members permissions on tasks.
If you’d like to hide the task from all members, but give only specific members access, turn off the all members permission. You can also turn off the permissions for your guests and via the checklist share-link.
Add your individual members by selecting them from the dropdown, or by typing their name or email address in the search box.
You can also set permissions based on a role.
For example, you can give permission to the person who creates the checklist, any email form field you add into your template like a new employee email.
You could also use the ‘HR Assistant’ role within your company by using the Members form field. Learn more about roles, role assignments and using the members form field.
It is important to keep in mind that Admins will always have access to view all tasks inside of a checklist. It is not possible to restrict their permissions.
Learn more about the different types of user permissions.