--- title: IdeaScale Whiteboard Sharing Permissions & Task Manager description: IdeaScale Whiteboard will be available to all IdeaScale users, accessible via the Community Topbar >> Apps Menu >> IdeaScale Whiteboard. This broadened access will empower members across your organiza --- [Skip to content](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#main-content) English Show submenu for translations [![IdeaScale](https://help.ideascale.com/hs-fs/hubfs/ideascale-logo.png?width=223&height=31&name=ideascale-logo.png)](https://help.ideascale.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Go to ideascale.com](https://ideascale.com/) [Go to ideascale.com](https://ideascale.com/) Hi!👋 How can we help you today? - There are no suggestions because the search field is empty. 1. [IdeaScale Support Center](https://help.ideascale.com/?hsLang=en) 2. [IdeaScale Whiteboard](https://help.ideascale.com/ideascale-whiteboard?hsLang=en) # IdeaScale Whiteboard Sharing Permissions & Task Manager ## Permissions and Task Manager **Path: Workspace Homepage \>\> Navigation Panel \>\> Whiteboard** | What are IdeaScale Whiteboard Sharing Permissions & Task Manager? | | --- | | Sharing Permissions control which members can see, view, or edit each board in IdeaScale Whiteboard. The Task Manager lets members create and track tasks linked to those boards. | IdeaScale Whiteboard is available to all IdeaScale users through the Apps Menu, so members across an organization can collaborate on shared boards. What a member can do depends on the community's plan (Free or Paid). Who can see or edit a given board depends on that board's sharing settings, and those settings also decide which tasks each member can reach in the Task Manager. ![Screenshot 2026-06-24 at 11.31.05 AM](https://help.ideascale.com/hs-fs/hubfs/Screenshot%202026-06-24%20at%2011.31.05%20AM.png?width=670&height=195&name=Screenshot%202026-06-24%20at%2011.31.05%20AM.png) #### Role Permissions 1. Workspace Administrator, Community Administrator: Grants access to IdeaScale Whiteboard through the Member Management app. Creates boards, subject to the limits of the community’s plan. Changes the sharing permissions on any board in the community and deletes boards from the dashboard. Creates, edits, and deletes their own folders, and uses the Task Manager for boards they have access to. 2. Community Moderator: Creates boards, subject to the limits of the community’s plan. Changes the sharing permissions on any board in the community and deletes boards from the dashboard. Creates, edits, and deletes their own folders, and uses the Task Manager for boards they have access to. 3. Custom Administrator, Custom Field Moderator: Creates boards, subject to the limits of the community’s plan. Creates, edits, and deletes their own folders and adds boards to existing folders. Uses the Task Manager to create, edit, and comment on tasks for boards they have access to. Changes sharing permissions only on boards they own. 4. Board Owner: Changes the sharing permissions of boards they own, including Sharing Link permissions, Community Members access, and Individual Members access. Deletes boards they own from the dashboard. 5. Member: Does not have access to IdeaScale Whiteboard on either the Free Plan or the Paid Plan unless assigned an administrator, moderator, or custom role in the workspace or community. **TABLE OF CONTENTS** [Free Plan](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#FreePlan) [Paid Plan](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#PaidPlan) [Task Manager](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#TaskManager) [Exceptions](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#Exceptions) [Frequently Asked Questions](https://help.ideascale.com/ideascale-whiteboard-sharing-permissions-task-manager#FrequentlyAskedQuestions) --- ### Free Plan On the Free Plan, IdeaScale Whiteboard is available to members assigned an administrator, moderator, or custom role in the workspace or community.  Opening IdeaScale Whiteboard from the Apps Menu displays the Dashboard. The Dashboard is the central hub where eligible members create boards and collaborate with one another. The Free Plan also includes a limited number of pre-made templates for creating new boards. ![21](https://help.ideascale.com/hs-fs/hubfs/21.webp?width=670&height=322&name=21.webp) --- ### Paid Plan On the Paid Plan, IdeaScale Whiteboard is available to the same members as on the Free Plan. These are members assigned an administrator, moderator, or custom role in the workspace or community. Each of these members can create unlimited boards directly from the Dashboard. Boards set to be editable through the sharing settings appear on the community Dashboard, where eligible members can collaborate on them. ##### Folders Folders are available from the Dashboard for organizing and sharing boards. Each eligible member can create their own folders and add boards to existing folders. A board moved into a folder still appears on the Dashboard and can also be opened from that folder. ![22](https://help.ideascale.com/hs-fs/hubfs/22.webp?width=670&height=223&name=22.webp) IdeaScale Whiteboard will support board administration through the member management app and whiteboard board sharing permissions. Through these two areas admins will be able to provide access to IdeaScale Whiteboard and alter which members will have access to specific boards through the board sharing settings. The board sharing modal can be found by entering a board and clicking the share button in the top right hand side. From here, the board owner, admin roles, or moderator roles can change the link permissions to specify which members can access the board. ![23](https://help.ideascale.com/hs-fs/hubfs/23.webp?width=670&height=275&name=23.webp) On each specific board, members will be able to change access in two ways: - Sharing Link: By changing the permissions associated with the sharing link, any users who use that link to access the board will have the associated view or edit permissions that are attached to the link. Editing the link permissions will edit the permissions granted to anyone clicking the sharing link. - Community Members: Board owners can change the accessibility of the board for all whiteboard members within their community. These permissions allow community members to edit, view, or access the board. - Individual Members: Overriding the campaign member accessibility, board owners can add specific members to a board to provide specialized, private access to certain boards. Sharing a board in IdeaScale Whiteboard happens through the sharing settings on the board page. From here, board owners can change the permissions of those who have access to the board. Changing the accessibility settings through the sharing modal will change who is able to see the board in their dashboard and who is able to edit or view the board either from the dashboard or the sharing link. Here is a breakdown of board accessibility based on the different permissions: ![24](https://help.ideascale.com/hs-fs/hubfs/24.webp?width=328&height=310&name=24.webp) - Can Edit - When the board link is set to “Can Edit” all community members will be able to access the board through the dashboard and the sharing link. They will be able to use the collaboration tools to edit the board and collaborate together. - Can View - When the board link is set to “Can View” all community members will be able to view the board by default. It will appear in their dashboard and folders (where applicable) but they will not be able to edit it. - Remove - This will allow you to remove the member from the board. They will no longer have access to the board or related tasks until they are added to the board. Only board owners and admin/moderator roles will be able to manually change the sharing permissions on a board and can delete boards from the dashboard. Additionally, all members will also be able to edit and delete their own folders from the dashboard. --- ### Task Manager Each community has its own Task Manager, where members create and track tasks linked to the boards on that community's dashboard. Any member with access to IdeaScale Whiteboard can use the Task Manager. The Task Manager can be opened from the dashboard or from within a board. ![25](https://help.ideascale.com/hs-fs/hubfs/25.webp?width=670&height=563&name=25.webp) Each task is built from the following fields: 1. Task Title: The name of the task. 2. Description: Details about the task. 3. Board: The board the task is linked to. 4. Assignee: The member responsible for the task. 5. Status: The task's current progress state. 6. Due Date: The date the task should be completed. 7. Attachments: Files added to the task. Any member with access to the Task Manager can edit all of these fields. Once a task is created, members who have access to it can add comments. ##### Task Visibility A member's tasks are limited to the boards they can reach. If a task is linked to a board that is not public, members without access to that board cannot see or edit it. See Exceptions below. ##### Kanban View The Task Manager is laid out as a Kanban board with editable columns and filters. Members can group columns and apply filters to narrow down their tasks and prioritize the most important ones. Each Task Manager view, whether on the dashboard or on a board, is personal to the member. Changing a view updates only that member's own board. --- ### Exceptions 1. Free Plan Board Limit: On the Free Plan, each member can create only one board. 2. Tasks on Restricted Boards: A task linked to a board that is not public cannot be seen or edited by members who lack access to that board. 3. Member Removed from a Board: A removed member loses access to the board and its related tasks. Access returns only if the member is added to the board again. 4. Individual Members Override: Access granted through Individual Members overrides the board's Community Members setting for those members. --- ### Frequently Asked Questions ##### How many boards can a member create on the Free Plan? One board on the Free Plan. The Paid Plan allows unlimited boards. ##### Does moving a board into a folder remove it from the dashboard? No. A board moved into a folder still appears on the dashboard and can also be opened from the folder. ##### Who can change a board's sharing permissions? Only the Board Owner, an Administrator, or a Moderator can change a board's sharing permissions by hand. ##### What happens to a member's tasks when they are removed from a board? The member loses access to the board and to any tasks linked to it until they are added to the board again. ##### Why can't a member see a particular task in the Task Manager? The task is likely linked to a board the member does not have access to. Tasks on non-public boards are hidden from members without access to those boards. ##### Does changing the Task Manager view affect other members? No. Each member's Task Manager view is personal. Changing columns, groupings, or filters updates only that member's own board. --- **Related Articles** - [Help Article on Task Manager](https://help.ideascale.com/ideascale-whiteboard-task-manager?hsLang=en). - [Help Article for IdeaScale Whiteboard](https://help.ideascale.com/ideascale-whiteboard-dashboard?hsLang=en) Last Updated: October 15, 2026 - [Product Updates](https://help.ideascale.com/product-updates?hsLang=en#main-content) - [2026](https://help.ideascale.com/product-updates?hsLang=en#2026) - [2025](https://help.ideascale.com/product-updates?hsLang=en#2025) - [Workspace](https://help.ideascale.com/workspace?hsLang=en#main-content) - [Workspace Homepage](https://help.ideascale.com/workspace?hsLang=en#workspace-homepage) - [Manage Workspace](https://help.ideascale.com/manage-workspace?hsLang=en#main-content) - [Workspace Configuration](https://help.ideascale.com/manage-workspace?hsLang=en#workspace-configuration) - [Email Settings](https://help.ideascale.com/manage-workspace?hsLang=en#email-settings) - 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