Gript has two layers of access control: account roles (who you are in the account) and board access levels (what you can do on a specific board). Teams and Access Groups let you manage both layers at scale.
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Account roles: who you are
RoleWhat they can do
OwnerThe account creator, one per account. Everything an Admin can do. Transfer ownership to another member. Cannot be demoted or removed by anyone (including other Admins). Full billing and subscription access. Use for: automatically assigned to the person who created the account. There is exactly one Owner per account. To transfer ownership, go to Settings → Members → Admins.
AdminFull control of the account. Invite and remove members. Change roles (up to Admin, cannot touch Owner). Create, edit, and delete any board in the account. Manage account settings, branding, and integrations. Create and manage Teams and Access Groups. Enable and configure advanced features. Use for: team leads, IT managers, or heads of department who need to manage the account on your behalf.
MemberStandard access, the default for most people. Work on boards they have been added to. Create and update items, add comments, upload files. Track time and log their own work. Cannot invite others or change account settings. Cannot see boards they have not been added to. Use for: almost everyone: developers, designers, marketers, project coordinators.
ViewerRead-only access to the boards they are added to. See boards and items they have been added to. Cannot create or edit items. Cannot add comments or upload files. Cannot change any settings. Use for: stakeholders, board members, or executives who need visibility without the ability to change anything.
GuestExternal people, item-level access only. See only items explicitly assigned or shared with them. Add comments on their items (if allowed by the owner). Cannot browse boards, groups, or other items. Cannot see other members, teams, or settings. Use for: clients, external contractors, or auditors. They see only what you specifically hand to them, nothing else.
The golden rule: Give people the smallest role that lets them do their job. It's always easy to promote someone later. It's much harder to take permissions away. When in doubt, start with Member.
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Board access levels: what you can do on a specific board
LevelWhat they can do
FullCan manage board structure: add/remove columns, rename groups, configure settings, and share the board with others. Cannot delete the board.
EditorCan create, edit, and update items and their column values. Cannot change board structure, columns, or share settings.
ViewerRead-only. Can see all items and their values, but cannot change anything.
Board access is assigned when you share: click Share on any board and choose Full, Editor or Viewer for each person, team or access group.
Who already has accessWhy
Account admins and the OwnerAutomatically Full on all non-team boards.
A board owned by a TeamNeeds membership of that team, so it stays hidden even from an administrator who is not a member.
Sharing a board publicly. The Share to Public option creates a read-only link that anyone who has the link can open, even without a Gript account. It gives view-only access, no editing, and you need Full access on the board to turn it on or off.
Access stops at your account boundary: people outside your account never see your boards unless you explicitly share with them.
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Teams: organize people, control board visibility
What is a team?
A team is an organizational group, like "Engineering", "Marketing", or "Design". Teams are created by Admins in Settings → Members → Org Structure and can have any number of members.
Team boards
A board can belong to a team. When it does, only members of that team (plus anyone explicitly shared) can see it. Everyone else, even Admins from other teams, will not see it unless added directly.
Team Admin vs Member
Every team member has one of two roles inside the team: Team Admin: can manage team membership, add or remove members, and act as point of contact. Scoped to this team only, no authority over child teams. Member: standard team member, no extra management rights.
Teams + Access Groups
A team can be linked to one or more Access Groups (see below). When linked, all members of the team automatically inherit the access that group has on any boards. This means you can grant a whole team access to a board by linking once, no need to add people individually.
To create a team: Settings → Members → Org Structure → New team. You need Admin or Owner rights.
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Access Groups: reusable board-sharing bundles
How Access Groups work
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An Admin creates an Access Group, e.g. "Phase 1 Reviewers" or "Finance Team".
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Members are added to the group. Each member gets a regular Member or a Group Admin role within the group.
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The group is applied to a board with a permission level (Viewer / Editor / Full).
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Everyone in the group immediately gets that level of access on that board. Add a new person to the group, they get access instantly on all linked boards.
Group Admin. A Group Admin is a regular Member who has been given admin rights over one or more Access Groups. They can add or remove people from their group, without needing account Admin rights. This lets you delegate membership management to team leads or department heads without giving them full Admin access to the account. Group Admins cannot change which boards the group has access to, promote anyone to Group Admin, or see account-wide settings. Only an account Admin can do those things.
To create an Access Group: Settings → Members → Org Structure → New group. To set a Group Admin: open the group, find the member, and toggle "Group Admin".
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Nothing is shared until you share it
The rule everything else follows from.
A board you create is visible to you alone. It does not appear for your colleagues, it does not come up in their search, and there is no "request access" message, because from their side it simply is not there.
That is deliberate, and it is worth telling new joiners, because the usual confusion (I cannot find the board Sara mentioned) has exactly one cause and one fix: ask Sara to share it.
Your whole workspace is walled off from every other workspace. Being an administrator gives you nothing in somebody else's workspace, ever.
Open the board and click Share, then pick a level for each person or group of people. Start typing a name or an email address, or choose one of your saved access groups.
LevelWhat they can do
ViewerSee every item and value. Change nothing.
EditorCreate, edit and update items and their data. Cannot change the board structure (its columns and groups) or its sharing.
FullEverything an Editor can do, plus manage the columns, the groups, and who else the board is shared with. Still cannot delete the board: only the owner can.
After you shareWhat happens
For themThe board appears under Shared with me in their sidebar.
For administrators and the OwnerThey already have full access to boards in their own workspace, so you never need to share with them.
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Sharing less than a whole board
A group, or a single task.
One group
Share a single section of a board from the group menu. They see that section and nothing else, which suits a board with an internal planning half and a client-facing half.
One task
Open the task and click Share. They see that one task in their Shared with me, not the board around it or the group it sits in. This is how you bring a freelancer in for one job.
Assigning somebody counts as sharing too: put a person on a task and they can open and edit that task even when the rest of the board is closed to them.
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Showing a board to the world
A read-only page, no account needed.
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Open the board More menu and choose Share to Public
You need Full access to the board.
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Gript publishes a read-only page
At its own web address, openable by anybody with the link, with no sign-in.
On a public board page you chooseOptions
What is shownWhich groups and which columns are included.
Header styleFull, Compact or None.
ThemeLight, Dark or Mystery Gray.
ScalingAuto-Fit or Scrollable, and whether subitems show.
Before you publishA live preview at mobile, tablet, laptop and desktop sizes.
Visitors can look and never edit, and they only ever see what you ticked. Edit Public Share changes it later, and revoking cuts the link off immediately.
A public link is public. Anyone who has it can open it, and search engines can find it if it is linked from a public page. For a named person who needs to change something, use an update request instead, which is described in Sharing work with people outside Gript.
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Where shared work turns up
Anything shared with you, a whole board or a single task, appears under Shared with me in the sidebar, so shared work has one predictable home separate from the boards you own.
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Which one should I use?
You want to...Use
Let a colleague work on a projectShare the board, Editor.
Let a colleague look but not touchShare the board, Viewer.
Bring somebody in for one taskShare the single item, or just assign them to it.
Show a client their part of a boardShare the one group they belong in.
Let a client fill in two fields, with no accountAn update request. See Sharing work with people outside Gript.
Publish a roadmap anyone can readShare to Public.
Give a whole department standing accessAn access group, or a team. See Teams and access groups.
Somebody mentioned a board and I cannot find it.
It has not been shared with you. Boards are private to their owner until shared, so it does not appear anywhere for you and searching will not surface it. There is no error message, because from your side it does not exist. Ask the owner to share it.
Can an admin see everything?
Inside their own workspace, yes: administrators and the Owner have full access to its boards. Across workspaces, never. Elevated roles do not reach beyond the workspace they belong to.
If I share one task, can they see the board?
No. They see the task, in their Shared with me. Not the board, not the group, not the other tasks.
What happens to shared work when someone leaves?
Deactivating an account removes their access. What they wrote (comments, files, changes) stays, so the history of the work is not full of holes.
Can I share with someone who has no Gript account?
Not through board sharing, which needs an account in your workspace. Use a public share for read-only, or an update request when they need to fill something in.
