Bringing someone new onto the team

Which boards, which permissions and which notifications a new person gets.

Opening every board one by one to add a newcomer does not scale as the team grows. The durable answer is to manage the GROUP rather than the person.

Set up once

1Under Settings > Groups create the groups that mirror your team: "Product", "QA", "Quality".
2Add the relevant group to each board instead of individuals, and give it a role. Groups can carry several roles too.
3A group’s mention handle derives from its name (@product for "Product"); typing @ in a comment suggests groups alongside people.

For each newcomer

1Invite the person to the workspace. Where email is configured the invite is emailed; if not, the invite link is shown on screen and you share it.
2Add them to the right groups. Board access follows group membership automatically; you do not edit boards one by one.
3If they need different rights on one particular board, also add them there as a direct member. When someone is both a direct member and a member through a group, the BROADER permission wins.
4On first login they set their own preferences: start page, interface language and theme, notification settings. Notification emails follow the language they pick.

When someone leaves

Removing someone from a group removes every board access that came through it at once. If a group is the only source of board administration it cannot be removed; assign another admin first. Adding and removing groups and changing their roles are written to the audit log.

To add someone directly, use the "Add member or group" dialog: people and groups are searched in the same place, the role is picked before adding, and all three paths (person, group, invite link) offer every built-in and custom role of the board.