How Insights Board Access Works

A board can be private, shared with specific people, or open to your whole organization. This article explains how to set that, and who can change what.

1. Access on a Board

Every board has one Owner. Everyone else you add gets either Can view or Can edit.

Role definitions

• Owner – The person who created the board. Controls who has access, and is the only one who can make it private or delete it.
• Can edit – Can change the board's widgets, filters and layout.
• Can view – Can open and read the board. Nothing on it can be changed.

You only see a control if you can use it. Sam has Can edit, so his panel shows the same people and the same settings, but as text.

Notes

• Sharing a board does not change who owns it. Every board keeps one Owner.
• Can edit lets someone change the board. It does not let them change who has access.
• Board access and space access are different things. See section 6.

2. Board Visibility

A board is always in one of three states.

The same board, as it goes from Private, to shared with one person, to open to everyone.

Boards move between the sidebar sections automatically. You never file them yourself.

Notes

• Adding 1 person turns a Private board into a Shared board. Removing the last person turns it back.
• Everyone in your organization is view-only. Anyone can find and open the board. Only the people you list can edit it.
• Pinning is not sharing. It keeps a board at the top of your own sidebar and changes nothing about who can see it.

3. How to Share a Board

1. Open the board
2. Click "Share" in the top right
3. Type a name or email into "Add people by name or email"
4. Pick the person — they are added with Can view
5. To give them more, click their access and choose Can edit

Changes save as you make them. There is no save button.

To share with your whole organization

1. Click "Share"
2. Under General access, turn on "Everyone in your organization"

The board moves to the Everyone section. Anyone in your organization can now find and view it.

To remove someone

1. Click "Share"
2. Click their access
3. Choose "Remove"

They lose access straight away.

4. How to Transfer Ownership

Hand a board to someone else when you change teams, or when a colleague takes over a report.

1. Click "Share"
2. Add the person to the board, if they are not on it already
3. Click their access
4. Choose "Make owner"
5. Confirm

Transferring is not the same as sharing. You do not stay on the board. What happens to your own access depends on the board:

Butlr shows you which one applies before you confirm.

5. What Your Organization's Owner and Admins Can Do

Admins do not automatically control every board. It depends on the board.

Notes

• A private board is private from everyone, including Admins and the organization's Owner.
• A board Butlr set up for you shows "Owned by your organization · Managed by admins" instead of a person's name. Any Admin can manage it, so it stays reachable when someone leaves.
• If a board's owner has left your organization, your organization's Owner can hand that board to someone else.

6. Board Access and Space Access Are Different

Sharing a board does not give someone access to its spaces. The two are set separately:

• Board access decides who can view/edit the board.
• Space access decides which buildings, floors and rooms someone can see data for. See How Roles & Space Permissions Work.

If a board has a widget for a space you cannot access, that widget shows "You don't have access to this widget" instead of data. The rest of the board still works.

The Share panel warns you when someone will miss part of a board: "2 widgets won't be visible — limited space access". Give them space access in User Management to fix it.

Tip

If a colleague can open a board but some widgets are empty, that is a space access problem, not a board access problem. Check their assigned spaces in Account Settings > User Management.