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 a board (Board Settings > Members > invite link). Where email is configured the invite is emailed, and you can pick its language when you send it; if not, the invite link is shown on screen and you share it. Members who have not verified their email carry an "unverified" badge in the Settings > Workspace list, and "Send verification email" resends it for them (admins only, and only where email is configured). The same list has Group, Role and Activity filters: "Never signed in" finds people who have an account but have never logged in, and "Only members with unverified email" finds those still waiting to verify.
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, open the group row under Board Settings > Members > Groups and give them their own role from the role picker next to their name: it replaces the group’s role and can narrow or widen it; "Use group role" removes it. If you also add them to that board as a direct member, the roles combine and the BROADER permission wins. Workspace admins follow the same rule: an admin added to a board as Viewer cannot edit tasks there.
4On first login they set their own preferences: landing 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.