In Gript, boards and notebooks can live inside a Team, or stay private to just you (owner-only, in no team at all). Teams keep shared work private to their members by default. Access Groups let you open specific boards to specific people, without breaking anyone's privacy. Together, they give you complete control over who sees what, at any scale.
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The Core Idea
Teams lock your data away. Access Groups are the only keys that open specific doors.
A Team is a room with a locked door
Only members of that team can see what is inside it.
An Access Group is a guest pass
Issue a pass for one specific board and everyone holding it gets in, even when they normally work in a different room.
Teams: your private space
A Team is a locked room. Only members of that team can see the boards, folders, and notebooks inside. Even workspace admins cannot see team content unless they are a member.
Access Groups: the keys
An Access Group is a named list of people. Share a board with a group and every person on that list gets access instantly. Add someone to the group, and they immediately inherit all boards that group can see.
The golden rule. A board is only visible to someone if they are a member of the board's team, or they belong to an Access Group that has been given access to that board. There is no other way in.
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Teams
A Team is a private workspace. Everything inside it is invisible to everyone outside (including workspace admins) unless explicitly shared.
Nesting teamsHow it behaves
A tree, up to 4 levels deepA division team can hold department teams, and a department can hold smaller groups beneath that.
What it buys youA tidy org chart without mixing anybody's data together.
Teams is an optional feature. An account admin turns it on for the account. Until it is enabled, the Teams area does not appear in the sidebar and you cannot move a board into a team. Access Groups, by contrast, are always available with no setup required.
Nesting is about organisation, not access. A team sitting inside another team does NOT inherit its parent's content. Each team's data is 100% isolated. The tree just helps you navigate, the data boundaries are always independent.
Physics Dept members cannot see Chemistry Dept boards, and neither can see Faculty of Science boards, even though they sit inside it in the tree. The tree is for organisation only.
Team Admin
Full access to everything inside their own team only: all boards, notebooks, folders, members, and settings. Their authority does not extend to child teams or sibling teams.
Team member
Can see all boards inside the team. Also inherits board access from any Access Group linked to the team, without needing to be added to the group separately.
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Access Groups
An Access Group is a named list of people. Share a board with the group (not with individuals) and everyone on the list gets access immediately.
Nesting access groupsHow it behaves
A tree, up to 4 levels deepA group at the top stands for a large unit such as a whole division; the groups below stand for smaller ones.
Access flows downwardsShare once at the top and every group below inherits it automatically.
A team can be linked to an Access Group. This link is optional and set up manually (via the Link group action). Once linked, team members automatically inherit that group's board permissions.
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How Sharing Works: Access Flows Down
One share at the right level does the job for everyone below it. You never need to share with every sub-group individually.
Access levels
LevelWhat they can do
VIEWERRead-only: can see boards and items but cannot edit anything
EDITORCan add, edit, and move items on the board
FULLEverything an Editor can do, plus board settings, column management, and sharing
Most permissive wins. If a user belongs to multiple groups and one gives them VIEWER while another gives them EDITOR on the same board, they get EDITOR, the higher level always wins.
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Member Roles in a Group
Every person in an Access Group has one of two roles: Member or Admin. This controls what they can manage within that group.
Control Panel, Permissions
Member
Gets access, manages nothing. Sees all boards this group has been shared on. Inherits board access from parent groups. Cannot add or remove people from the group. Cannot create sub-groups or manage board shares.
Admin
Manages this group's membership. Gets all board access (same as Member). Can add and remove members of this group. Can send scoped invites for this group. Cannot create sub-groups (that needs an account Admin). Cannot change which boards are shared with the group. Cannot promote anyone else to group Admin.
Admin scope follows the tree. If Dr. Nielsen is Admin of "Physics Dept", they can manage Physics Dept and Quantum Lab (below it), but not Chemistry Dept (a sibling) or Faculty of Science (the parent). Authority is bounded by position in the tree.
Team Admin and Group Admin are completely independent. Being a Team Admin gives you authority over your team's content. Being a Group Admin gives you authority over the group's membership and its scoped invites. They do not affect each other at all.
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Block Inheritance
In rare cases, you may want a sub-group to be completely independent, not inheriting anything from the groups above it.
This is an advanced option: most organisations never need it. It's hidden in the Advanced settings of a group. Don't enable it unless you have a specific reason to isolate a sub-group from its parent's board access.
A group with Block Inheritance enabled can still be shared boards directly, the flag only stops access from flowing in from above. It does not affect who can manage the group.
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Getting Set Up
How a workspace admin sets up a multi-department structure from scratch.
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Create a root team for each division
In Settings → Members → Org Structure, click New team. The wizard has 4 steps: Basics, Parent, Team Admin, and Initial Members. Set the Team Admin here. This creates the team only. It does not create an Access Group, and the two trees are never auto-synced.
2
Add department teams under each division
In the Org Structure tree, add a child team the same way, choosing the parent team on the Parent step of the wizard. Repeat for each department. Teams can nest up to 4 levels deep.
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Link a team to an Access Group (optional)
Linking is a separate, manual step. Open the team in Org Structure and use the Link group action to connect it to an Access Group. Once linked, the whole team inherits that group's board access. Nothing is linked automatically.
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Add members to their teams
Add people to the relevant department team. As team members, they can see the team's boards, and if the team is linked to an Access Group they also inherit that group's board permissions and those of its parent groups.
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Designate Group Admins (optional)
In Settings → Members → Org Structure, open a group, add the person as a direct member, then set their role to Admin. A group Admin can manage that group's membership and send scoped invites, without needing account Admin rights. Creating sub-groups and changing board shares still require an account Admin.
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Share boards at the right level
When sharing a board, pick the group that matches the intended audience. Division-wide board → share with the division root group. Department board → share with the department group. All members below that level inherit access automatically.
Once set up, group Admins take over their own membership. Each Group Admin handles their group's members and scoped invites without contacting the central IT admin. An account Admin is still needed to create sub-groups, change board shares, and make top-level structural changes.
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Move a Board into a Team
You can hand a board to a team so the team owns it. When that changes who can see the board, Gript stops and asks you what to do first.
Move it into a team
The team becomes the owner, so every member of that team gets access.
Move it back to Private
No team at all, so only the people invited to it directly can see it.
Two ways to move a board
1
Drag the board onto a team
In the sidebar, drag the board and drop it onto the team you want to own it. The board moves under that team straight away.
2
Use the board menu
Open the board's context menu in the sidebar, hover "Move to team...", then pick a team from the list. To take a board out of its team, choose "Private (no team)" in the same menu.
What changes about who can see it
Team members gain access
Once the team owns the board, every member of that team can see it, the same as any other board inside their team. You do not share it with them one by one.
Outsiders can be cut off
People who could see the old board through an individual share, but who are not on the new team, may lose access. Anyone who still reaches the board through an Access Group keeps it.
The access confirmation
Moving a boardWhat happens
Nobody loses accessThe board simply moves.
Somebody would be cut offGript opens a "Move to [team name]" confirmation before anything changes, and lays out exactly who is affected, so no one is silently locked out.
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Loses access
A checklist of people who have an individual share but are not on the team. Each person is ticked to be removed by default. The panel reads "Checked people have their access removed. Uncheck anyone you want to keep", so untick anyone you want to hang on to their access.
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Keeps access via an access group
People who also reach the board through an Access Group are shown here for information only. There is nothing to decide: they keep access no matter what, because removing their individual share changes nothing.
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Your own access
If you are not on the team yourself, the dialog warns "You would lose access to this board" and offers to keep your own access so you can still open it. This is ticked for you by default.
Click Move board to go ahead with your choices, or Cancel to leave everything as it was.
The confirmation Gript shows when a move would change who can see the board Read the list before you confirm. The default is to remove everyone who would keep only an individual share, so if you want someone to stay, untick them first. Once you move the board, anyone you left ticked loses access right away.
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Common Scenarios
Quick recipes for the situations you'll run into most often.
Cross-team collaboration
Two people from different teams on one project.
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Create a "Joint Research" access group
It exists purely to hold the people who need this one board.
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Add both people to it
A physicist and a chemist who normally sit in different teams.
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Share the project board with the group
They collaborate on that board and nothing else in either team is affected.
External guest or partner
An outside partner who needs a few boards.
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Invite them to your workspace
They join with no team membership, so at that point they can see nothing.
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Create a "Partners" access group and add them
One place that represents the relationship.
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Share only the boards they need with that group
Nothing else is exposed.
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When the partnership ends, remove them from the group
They lose access to all of those boards in one step.
Temporary project team
Recommended: use an Access Group
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Create a "Project Phoenix" group
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Add members from any team
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Share project boards with the group
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When done → delete the group
Deleting the group removes access from all boards at once, nothing to clean up.
Avoid: individual board shares
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Share Board 1 with Alice, Bob, Carol
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Share Board 2 with Alice, Bob, Carol
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Share Board 3 with Alice, Bob, Carol
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When done → remove each person from each board
3 boards × 3 people = 9 manual removals. Easy to miss something.
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Common Questions
Quick answers to the questions that come up most often.
Can a workspace Admin see all boards?
Not all of them. A workspace Admin (and the Owner) automatically gets Full access to every non-team board in the workspace. For Team-owned boards they only see the ones for teams they belong to, plus anything explicitly shared with them. Team data isolation still applies. Billing is Owner-only, so it is not part of Admin access.
What is a private board?
A board created without assigning it to any team is a private, non-team board, visible only to the people invited to it. Account Owners and Admins do automatically get Full access to these boards, though. To keep a board hidden even from admins, put it under a Team they are not members of.
What happens when I add someone to an Access Group?
They instantly get access to every board that group has been shared on, including boards inherited from parent groups. No need to re-share boards individually.
Do I need to add team members to an Access Group manually?
No. When a team is linked to an Access Group, all team members automatically inherit the group's board permissions. You only need to add people directly to a group when they need cross-team access.
What happens when I delete an Access Group?
If it has child groups, Gript blocks the deletion and offers three options: promote children to top level, move them to a different parent, or delete the group and all children. Nothing is deleted silently. Any teams linked to the group lose those board permissions, but the teams themselves are unaffected.
Can two groups have the same name?
Yes, as long as they have different parent groups. Anywhere the name is ambiguous, Gript shows the full path, e.g. "Research Group / Faculty of Science". Names must only be unique among siblings (groups under the same parent).
Can I move a group to a different parent?
Yes. Use the "Move to..." action in the group's context menu. The entire sub-tree moves with it, and board access re-resolves automatically. Moving a group does not move any linked team: the team and Access Group trees are independent, and a link between them is always set up manually, never auto-synced.
