Give the client access to their tasks
A permission set that lets the client, or the other side's counsel, see and update exactly their part of the board.
Screenshots are taken from the app on every release. Updated 13 October 2026.
The deal board holds everything: the conditions precedent, the documents still to come, the fee estimate and the team's own notes. The client has items to deliver, such as board minutes, KYC documents and signed powers of attorney, and the lender's counsel has conditions to tick off. Rather than chasing them by email, let them update their own items on the board. A permission set decides exactly what they see and change, so the fees, the internal notes and the other workstreams stay with the firm.
Two questions decide the set. Which tasks are theirs to update? And what else do they need to see to do it?
Permission sets are for the board's managers. Anyone else finds Permissions greyed out: "Only board managers can use this."
Create the set
Open the board, click Board above it and choose Permissions.
On a board with no sets yet, click Create permission set. Otherwise open the set list at the top left and choose New set…. Name the set after the people in it, such as "Client: Beta Holding" or "Lender's counsel", and click Create.
The set opens with three sections on the left: Task board, Views and Actions. Each shows a one-line summary of what the set gives, so you can check it at a glance.
Decide what they see and change
Under Task board, choose the Access to the whole board: No access hides it from them, View lets them see everything but change nothing, and Edit lets them see and change everything. One level suits a client who may follow the whole checklist.
When they should see only part of the board, click Customise per task group, column or cell. The grid lists the task groups, tasks and subtasks down the side and the board's columns across the top, and each has a control for No access, View or Edit.
- Set All task groups and All columns first. They apply to everything, including task groups and columns added later.
- Then set the exceptions: the lender's conditions precedent group to Edit, the fee and internal notes columns to No access.
- To change a single cell, click it to cycle through the levels. Right-click a cell to reset it.
What someone can do in a cell is the lower of its task and its column, unless you set the cell itself. A task group on Edit with a status column on View lets them read the status but not change it. Use one level for the whole board takes the set back to a single level.
Under Views, choose which of the board's views they can open. With All views, including new ones on, they can open every view. Turn it off to pick views one by one with Visible. Then choose their Landing view: the view they start on when they open the board. Leave it on Land on the board's default view if you have no view made for them. See give each workstream its own view.
Under Actions, switch on what they may do beyond changing cells: Add tasks, Add task groups, Comment, Delete tasks, Move tasks, Import and Export. Each works only where the set already lets them: they add, move and delete tasks in the groups they can edit, and comment on the tasks they can see. An export gives them only what they can see.
| Who it is for | Task board | Actions |
|---|---|---|
| The client, delivering their own items | View on the board, Edit on the group with their deliverables, No access on fees and internal columns | Comment, so they can answer on the task |
| The other side's counsel | Edit on their conditions precedent group, View on the groups they need for context, No access on everything else | Comment |
| The client following the deal, not working on it | View on the whole board, internal columns on No access | None |
Add the people
At the top of the set, click Add people to pick from the people the board is already shared with, inside and outside the firm. To bring in someone new from outside the firm, click Invite external, fill in their name and email, and click Share. The invitation goes out with this set already chosen.
Click Save. The line at the bottom says how many members the changes apply to.
You can also invite someone outside the firm from Share on the board: choose External and pick their set under Permission Sets.
Check what they will see
If a set would leave its members seeing nothing, a note near the top of the set says so, for example "This set gives no access to the board, so members won't see anything. Choose View or Edit." The set can still be saved, but fix it before you add people.
With the set saved, click Preview as this set. The board opens as its members see it, with "Previewing as" and the set's name in a bar along the top. Nothing can be changed while you preview.
Click Exit preview to go back to your own view of the board.
Tips from practice
- Keep internal comments internal. In the task panel, write what is for the firm only under Internal updates. People in a permission set cannot open that tab; they see Updates.
- Hiding a column in a view is not enough. A view only tidies what is shown. Fees and working notes belong on No access in the set.
- One set per side. People in more than one set get the most each set allows, and the member's chip shows which other sets they are in. Keep the client and the other side in separate sets so neither sees the other's items.
- Duplicate for the next party. Duplicate set in the menu beside the set's name copies everything; change the groups and add the new people.
See also: produce the CP checklist for the other side and review and end outside access.