difference between single board guests and observers on trello

Difference Between Single Board Guests and Observers on Trello

Are you curious about the differences between single board guests and observers on Trello? With just a few clicks, you can find out how single board guests can view, comment, and create cards on Trello boards, while observers can only view the boards from the outside. Get the details now!

Quick Summary

  Understand the Difference Between Single Board Guests and Observers on Trello

The primary difference between single board guests and observers on Trello lies in the type of access they have. Single board guests are able to view, comment on, and act on tasks listed in one specific board. On the other hand, observers are allowed to have unrestricted access to multiple boards as well as comment and view cards, but they are not able to edit or create tasks.

Trello Boards are a central aspect of the app, and often contain dozens or even hundreds of tasks. Single board guests can see all these tasks, but cannot act on any of them. This makes them ideal for viewing progress and providing feedback, but that’s it. Observers, on the flip side, are allowed to see, comment, and act on tasks across multiple boards. This makes them far more powerful in terms of managing progress and ensuring everyone is on the same page.

In addition, as observers are allowed on multiple boards, they are usually granted a higher level of access than single board guests. This access includes the ability to invite new members, edit board settings, and more. Single board guests, by comparison, cannot make any of these changes.

Finally, Trello’s single board guests and observers can be differentiated based on their permission level. Single board guests are usually restricted to their own board, while observers can have access to multiple boards. This allows observers to better manage progress and collaborate with others, whereas single board guests are limited in their actions.

Understand the Difference Between Single Board Guests and Observers on Trello

Trello is a project management tool that helps teams organize, manage, and track work. The platform allows users to create boards, lists, and cards, making it easy for teams to collaborate on projects and tasks. Trello also provides two different roles for members of the board—guests and observers. It’s important to understand the difference between single board guests and observers on Trello in order to get the most effective use and collaboration from your board.

Single Board Guests on Trello

Single board guests are users of Trello who can see and comment on cards, but who cannot edit or move them. This level of access is typically ideal for someone outside of a project or team who needs to keep an eye on a project’s progress without actively participating in it. Single board guests can be invited to boards by team members and can invite other people to the board.

Trello Observers

Observers on Trello are users invited to a board who can see all cards and activities performed on the board, but who cannot comment or edit cards or add new members to the team. This role is ideal for stakeholders who need to stay informed of the progress of a project without actively participating or providing input. Observers cannot join a board via a link—they can only be added as an observer by a team member.

Key Benefits of Using Single Board Guests and Observers on Trello

  • Allows people to simply view or ‘observe’ the progress of a board, task, or project without having the ability to edit or comment.
  • Provides efficient collaboration and communication amongst teams, allowing everyone to stay informed of changes made and progress made.
  • Allows for task ownership by giving team members the ability to organize, manage, assign, and prioritize tasks.


When using Trello for project management, it’s important to understand the differences between single board guests and observers. By understanding their roles, you can ensure that your team is fully utilizing Trello’s features for collaboration and communication, maximising the efficiency of your project management.

Personal Experience

What is a single board guest in Trello?

I have spent years using Trello for project management and workflow. As part of my Trello experience, I have encountered both single board guests and observers in various projects. Both of these users play an important role in Trello, however, there are some key differences between the two.

Single board guests can view, comment on, and move cards on a board. They are also allowed to create cards, upload attachments, and join team project discussions. In some cases, single board guests may be given editing privileges, though this is generally limited. Single board guests are not able to invite other members to the board, however.

Observers have significantly different permissions. They can view cards and members list but do not have any other privileges. Observers are able to comment on cards, but they are not able to create cards or move them. In addition, they cannot upload attachments or join team project discussions. Observers are not granted any editing privileges either.

It is important to understand the difference between single board guests and observers when it comes to using Trello. Both users play a vital role in projects, but they have different roles and access levels. Knowing these distinctions can help you properly assign user levels appropriately, ensuring that the appropriate tasks are assigned to the right users.

Frequently Asked Questions

What is a single board guest in Trello?

A single board guest in Trello is a user who has been invited to view and collaborate on one specific board. Guests can view the boards and associated content, but cannot create new boards or invite other members. Guests do not belong to the Trello team owning the board and can be quickly removed from the board.

What is the difference between a workspace member and a guest in Trello?

The main difference between a workspace member and a guest in Trello is that workspace members have full access to the boards in a given Workspace, whereas guests have limited access and are not able to make any changes. Workspace members can create, edit, and delete boards, as well as add and manage members, while guests can only view and comment on boards. Additionally, workspace members are typically part of an organization while guests are not.

What is an observer in Trello?

An observer in Trello is a board member who has the ability to view a board and its cards, download card attachments, comment and vote on cards (if enabled), and export the board. Observers cannot make changes directly to the board but can still provide input and insight. Trello’s observer feature provides visibility and collaboration to boards, giving users the ability to work together even when roles may be limited.

Does Trello charge for observers?

No, Trello does not charge for observers. Observers are not billed for Workspace members or guests. All users who are added to a single board are given the same access levels, regardless of if they are an observer or a member. Trello offers a free version of the platform that enables users to access all of its features without having to pay a subscription fee.

What is the difference between a member and a guest on Trello?

The main difference between a member and a guest on Trello is that members are part of the board’s Workspace, while guests are not. Members are able to create and collaborate on lists, access board settings, and participate in conversations, while guests can only view, comment, and vote on cards. Additionally, members have access to the boards’ administrative settings, while guests cannot modify the board settings.

How do I invite guests to my Trello board?

Invite guests to your Trello board by selecting “Share” from the board menu. Search for a user by name or enter an email address to invite them. Click their name to add them to the board.

How do I add a multi board guest in Trello?

To add a multi-board guest in Trello, first open your Workspace member page from within the Trello app. Then click the “Invite Members” button, enter the guest’s email address, select “Guest” as the role, select the boards they’ll be invited to and click the “Send Invite” button. Finally, confirm their email addresses and the boards they should have access to – and you’re done!

How many guests can you have on Trello?

Trello allows you to have up to 10 boards per team, and each board can have an unlimited number of members. However, the maximum amount of guests you can have on any given board is three. With that said, you can have up to 30 guests on Trello, if all 10 boards have three guests each.

Can you make a list private on Trello?

Yes, it is possible to make a list private on Trello. A list can be made private by selecting ‘Private’ in the board settings. This will restrict access to only those that have been added to the board, allowing them to view, join, create, and edit its contents.

How can Trello users ensure that access is only available to employees?

Trello users can ensure that access is only available to employees by using Atlassian-backed SAML single sign-on (SSO). SAML SSO allows Trello to authenticate employees through an existing identity provider, allowing secure access to those with authorized permission. With SAML SSO, Trello users can easily provide access only to employees within their organization.

How do I change visibility in Trello?

To change visibility in Trello, board admins can click on the board’s current visibility setting (to the right of the board name) and select a new visibility setting. On Workspace boards, admins can set the visibility to private, Workspace visible, or public. Lastly, select the new visibility setting to confirm the change.

Final Thoughts

Single Board Guests and Observers on Trello both serve different purposes for different user types. Single Board Guests allow for limited board access and can only participate in discussion on the board, while Observers are able to not only see all board actions, but also have a full-on engagement in its initiatives. Both user types are important and can enhance the team’s collaboration, communications and organization in their projects. Ultimately it is up to the user as to which role they use in Trello as it pertains to the context and purpose of their project.


As an entrepreneur, web developer, writer, and blogger with five years of experience, I have a diverse skillset and a keen interest in staying up-to-date on the latest news, technology, business, and finance. I am committed to producing high-quality content and continuously learning and growing as a professional.
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