NOTE: Boards sit alongside the classic Activities page - both work on the same activities, so nothing you have already created moves or changes. For the classic list view, see Understanding the Activities Page.
The three privacy options
- Main - Visible to everyone in your clinic. Every staff member can open the board and work in it: add groups and activities, rename them, move them, mark them done. This is the option for a workflow the whole team runs together.
- Private - Only you and invited members. Nobody else can open it, and it does not appear in their Activities menu.
NOTE: Main grants editing, not just viewing. If you want colleagues to see a board without changing it.
Who can do what
There are three levels of access, and they are worth separating:
- View - open the board and read its groups and activities.
- Edit - rename the board, add, rename and delete groups, and add, move and delete activities.
- Administer - change the privacy option, invite or remove members, edit the board’s settings, and delete it.
| Who | Main | Private | Shareable |
|---|---|---|---|
| The person who created the board | View, edit, administer | View, edit, administer | View, edit, administer |
| An invited member | View, edit | View, edit | View, edit |
| Any other staff member at your clinic | View, edit | No access | View, with the link |
| Staff at another clinic | No access | No access | No access |
Two things follow from that table and they are the ones most often asked about:
- Administering a board always stays with the person who created it. A colleague can be given full run of the work inside a Main board and still not be able to rename it, change its privacy or delete it. The exception is a staff member who has been given the board permissions described in Activities Permissions — those extend editing or deleting to boards other people created.
- Members are separate from privacy. A board can be Shareable and have invited members: the link gives everyone else viewing, while the members you invited can also edit.
How members work
Members are added and removed from the create or edit board form, by the person who created the board. Their avatars appear in the board’s header — the first three, then a count of the rest.
You will not find yourself in your own member list, and you cannot remove yourself from a board you created: as its creator your access is not a membership that can be taken away.
NOTE: The Invite users field only shows on a Private board, because Main and Shareable already grant access another way. Your member list is kept either way, so a board switched to another option and back still knows who was invited — and those members keep their editing access meanwhile.
The share link
A board’s link ends in /activities/v2?board= followed by the board’s number, so ?board=3 is board 3. Set a board to Shareable and Pabau shows you the link with a Copy link button as soon as you save.
The link is a convenience, not a key. It never grants access to anyone outside your clinic, and it never grants editing - a colleague opening a Shareable board by link can read it and nothing more.
WARNING: Moving a board to Private revokes access from everyone who has it at that moment - your whole clinic on a Main board, or everyone holding the link on a Shareable one. Pabau warns you and asks you to confirm with Make private. Anyone you have invited as a member keeps their access.
Why can’t I see a board a colleague mentioned?
Most often the board is Private and you have not been invited to it. A board you cannot access is not shown to you as locked - it simply is not in your Activities menu, your All boards gallery, or your Table view, and its activities are not in your list either. Ask whoever created it to either invite you or change the board’s privacy.
A Shareable board behaves the same way until you have the link: it is not listed anywhere for you, because listing it would make it visible to colleagues nobody sent it to. Once you have the link, it opens.
What’s next?
- How to Create an Activities Board — where the privacy option and the invite list live.
- Activities Permissions — the role permissions that can extend access to other people’s boards.
- Getting Started with Activities Boards — the rest of the series.
Questions? Reach us any time via the in-app chat - we’re happy to help.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.