Each Kanban Zone subscription includes a number of Free Guest licenses in addition to your paid licenses.

Free Guests can only be assigned one of the following roles:

• Commenter
• Viewer

Only users assigned the Collaborator or Administrator roles require a paid license.

Commenter

Commenters can:

• View boards
• Subscribe to cards
• Add and participate in card comments

Viewer

Viewers have read-only access and can view boards and cards but cannot make changes.

Accessing Free Guests

To manage your Free Guests:

1. Open the left navigation.
2. Select Organization.
3. Click Member Licenses & Permissions.
4. Select the Free Guests tab.

This page displays all users currently assigned a Free Guest license.

Managing Free Guests

Each Free Guest includes several management options and information.

Upgrade to a Paid License

Click the ID badge icon to upgrade a Free Guest to a paid license. This allows the member to be assigned Collaborator or Administrator roles and gives access to additional permissions.

Remove from Boards

Remove the guest from every board they currently belong to while keeping them in the organization.

Remove from Organization

Completely remove the guest from your organization.

Member Information

For each Free Guest, you'll see the following information:

Avatar

The member's avatar is displayed on the left.

Hover over the avatar to view the member's local time.

Name and Email

Displays the member's name and email address.

Edit Permissions

Selecting Edit Permissions displays a message explaining that the member must first be upgraded to a paid license before their permissions can be modified.

Board Membership

The Boards column shows how many boards the guest belongs to.

• If they aren't assigned to any boards, 0 is displayed in red.
• Click the board count to view every board the guest belongs to.

Depending on your permissions, you can:

• Change the member's role on a board.
• Remove the member from individual boards.

Last Active

The Last Active column displays when the member last used Kanban Zone along with their local time.

Search and Sort

Use the search bar to quickly find a specific Free Guest.

You can also sort the list to organize members more easily.

Adding a Free Guest

There are two ways to invite a new member.

Option 1: From Member Licenses & Permissions

1. Open the Free Guests tab.
2. Click Add Member.
3. Enter the member's email address.
4. Send the invitation.
5. Select which boards the member should have access to.
6. Change their license to a Free Guest.

Option 2: From the Left Navigation

1. Click the Add (+) button in the left navigation.
2. Switch to the Member tab.
3. Enter the member's email address.
4. Send the invitation.
5. Choose the boards they should have access to.
6. Assign them a Free Guest license.

Tips

• Free Guests are ideal for stakeholders, clients, or anyone who only needs to view boards or participate in discussions.
• Upgrade a Free Guest to a paid license whenever they need Collaborator or Administrator permissions.
• Review inactive Free Guests periodically to keep your organization organized and make the best use of your available guest licenses.