What is the Difference between Private and Shared Boards in Kanban Pro
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Kanban Pro
This article explains how board access works in the Kanban Pro app for Zendesk. Here you can clarify who can view a board, and who can change its configuration (settings).
Board Types
Kanban has two types of boards:
Personal — a board accessible only to its creator.
Shared — a board that multiple users can access: agents and/or admins.
Who Has Access to Viewing and Configuration
Access level depends not only on the board type, but also on who created it. Creators can be an agent or an admin. Let's take a look at the differences between personal and shared boards based on the creator's status.
Personal Board
If a board is personal, only its creator has access to it — regardless of whether that creator is an agent or an admin.
| Action | Board Creator |
| View the board | ✅ |
| Change board configuration | ✅ |
| Access for other users | ❌ |
Shared Board Created by an Agent
If an agent creates a shared board, viewing and working on the board is available to a wider group of users, but changing the settings is restricted.
| Action | Creator (Agent) | Other Agents | Admins |
| View and work on the board | ✅ | ✅ | ✅ |
| Change board configuration | ✅ | ❌ | ✅ |
This means only the agent who created the board and admins can change its settings. Other agents can only work on the board, but cannot edit its configuration.
Shared Board Created by an Admin
If an admin creates a shared board, only admins can change the board configuration.
| Action | Creator (Admin) | Other Admins | Agents |
| View and work on the board | ✅ | ✅ | ✅ |
| Change board configuration | ✅ | ✅ | ❌ |
In this case, agents can only view and work on the board, but do not have access to its settings.
Summary
Personal board – A private board that only its creator can access and manage.
Shared board (created by an agent) – The creating agent and all admins can manage the board's configuration, while all agents and admins can view the board and collaborate on it.
Shared board (created by an admin) – Only admins can modify the board's configuration. Agents can access the board to view and work on it, but cannot change its settings.
Rule of thumb: access to a shared board's configuration always belongs to the board's admins and creator. Agents can only change the configuration of shared boards they created themselves.
If you have any questions or problems on any stage, contact our support team anytime.
