Task Permissions allow you to hide specific tasks from view for different users, which effectively makes 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 on tasks 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.
How to use task permissions
When creating or editing templates, you can select a permission for each task via the “permissions” options at the top of every task.
First click on the task you’d like to set permissions for, then click “Permissions”. You’ll see a box appear which contains the permission options, shown below.
Think of permissions as giving users visibility to see that task. When the toggle switches are in the “off” position (shown in gray) those users cannot see that task.
Admins always see everything no matter what permissions you have set on tasks.
Note: If you see “Custom” instead of “Permissions”, then there are already some task permissions set on this task.
Setting general permissions
You can customize the permissions with any combination that you need.
In the example below, the permissions are turned on for members & guests, but off for the share-link.
This means that the task is visible to your members and guests but hidden to anyone viewing the checklist via a checklist-share link.
Below, we have the permissions switched on for members only. This means this task is visible to all members but hidden from our guests, and from anyone viewing the checklist via a checklist share link.
You can create any set of permissions that you’d like which allows you to give visibility of different tasks, to different users.
User specific permissions
You can choose to give individual members permissions on tasks, instead of the users from the default groups.
Start by turning off all the toggle switches for All members, All guests and the Share link.
Click “Add new permission” and then add your individual user/s by selecting them from the dropdown, or by typing their name or email address in the search box (shown above).
You can also set permissions based on a role in your organization.
For example, you can give permission to the person who creates the checklist, or to any email form field you add into your template like a new employee email.
You could also use a role within your company by adding a Members form field into your template.
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.
Setting task permissions on multiple tasks at once
You can multi-select tasks in your template, which allows you to set task permissions in bulk, instead of one at a time.
Multi-select consecutive tasks – Hold down the ‘Shift’ key (Windows & MacOS) and use your mouse to click on a task at the beginning and end of your task list, and all tasks 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.