Visitors in Microsoft 365 Environments
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In this article:
Overview
There are three levels of access to a space: owner, member, and visitor. Each time you want to add a new user to the space, you have to decide which level of access to the space the user will need. The same applies to the access levels of workspaces.
When KanBo is installed in your Microsoft 365 environment, access to the KanBo space is controlled by a Microsoft 365 Group. Microsoft uses the same mechanism to manage access to a team in Microsoft Teams, a Yammer group, or a plan in Planner.
This means that the user hierarchy in the KanBo space is mirrored by the user hierarchy in the corresponding Microsoft 365 Group.
Example: Users in the Education workspace in KanBo are the same users in the Education group in SharePoint (Microsoft 365 Group).
If we use the standard space type, workspace users automatically become space users. This means that each workspace user has access to the standard space documents located on the SharePoint site.
Example: The same KanBo users in the Green Week space located in the Education workspace.
What if we want to invite a new person into the space to show them the progress of our work, but not necessarily share all the documents? This is where the visitor access level comes in.
Space visitor access level
Space visitors are not part of the Microsoft 365 Group. This means they cannot access any of the Microsoft tools associated with the space, such as the SharePoint site or the Microsoft Teams team. This level of access is only available in KanBo.
Space visitors can see the space, but they have some restrictions on how they can use it. For example, they cannot see the space documents. Read about space visitors permissions.
Example: Space visitors do not have access to documents stored on the SharePoint site.
You can grant visitor space permissions to both a KanBo user and an external user. Remember that you can only manage space users in private and shared space types. If you want to add visitor users to a standard space, the only way is to add them to the workspace.
See how to:
Workspace visitor access level
Workspace visitors are also not part of the Microsoft 365 Group. This means they cannot access any of the Microsoft tools associated with the workspace, such as the SharePoint site or the Microsoft Teams team. This level of access is only available in KanBo.
Workspace visitors can see all the standard spaces inside the workspace. This is the type of spaces, where space users are inherited from workspace users. They will automatically become space users with the visitors access level to such spaces.
See how to:
Managing space and workspace user access levels
If you change a user’s permission from owner/member to visitor:
- You remove the user from the Microsoft 365 Group, which removes the user’s access to the corresponding Microsoft 365 tools, such as the Channel in Microsoft Teams or the group documents in SharePoint.
If you are changing a user’s permission from visitor to owner/member:
- You add the user to the Microsoft 365 Group, which gives them permission to the corresponding Microsoft 365 tools, such as the Channel in Microsoft Teams or the group documents in SharePoint.
See how to manage space users permissions and managing workspace users permissions.
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