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How do I remove guests that are admins on workspace boards?

Andy Marshall March 6, 2024

As part of cleaning up the Workspace with the upcoming 10 collaborator limit, we have 5 guests that are old employees that created boards as part of our workspace, making them admins of those boards.

This means I can't remove them as guests until I remove them from all the boards, but I can't remove them from any boards that they are admins of - bit of a circular issue here, making it impossible to get ourselves below the 10 collaborator limit.

Please advise!

3 answers

1 accepted

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Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 6, 2024

Hi @Andy Marshall! We have improvements to admin functionality in free Workspaces coming very soon, so that you'll be able to fully remove any member or guest from the Workspace. These changes are specifically intended to help with cases like the one you're describing and will be available by the time we begin the first step of applying the limit in April.

Just as a reminder, you'll be able to continue using your Trello boards normally with all of your current collaborators until May 20, as long as you don't need to add anyone new during that time. The change in April will only block the addition of new users.

Andy Marshall March 6, 2024

That's great - thank you Caity.

We will need to add a couple collaborators in the next week that would take us over 10, so that might still be a problem unless we can clear off the 5 we dont need... but I noticed that theres also a 30d free Premium offer from 8th April that looks like it would allow any users to clear off Workspace boards?

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Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 6, 2024

You'll be able to continue adding new users until April 8, and even then, you can continue using your board normally with all of your existing collaborators at that point until May 20. Plus, as you mentioned, we'll have a free trial available.

So, in short, you can definitely add more collaborators next week, and you'll still have time to get this sorted out.

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Aaron Kopel
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March 7, 2024

I have the same issue. What's the ETA on these "improvements"?

John Francis
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March 8, 2024

I also have the same issue and I've burned at least 2 hours trying to figure this out. I wish the product team at Trello would have planned for this but then again, I can't really complain since I'm using the free version. Thankfully, I finally found this thread but I recommend adding this to your notification of the impending changes so that we all don't waste countless hours. 

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Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 8, 2024

@Aaron Kopel The new admin tools will be available by the end of March.

1 vote
Liz Gignilliat
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March 7, 2024

I have the same issue that needs to be resolved. Employee who has left our team is a guest and I cannot remove them, they are an admin of a board and I cannot delete the board either. Please notify me when removal of either of those is available.

Andy Marshall March 8, 2024

Looks like Caity addressed our issues in the above comment - once the free trial becomes available this time next month, we should have access to the option to close these boards - also looks like there's some similar options being made available outside the premium trial in April

Kendra Gresham March 15, 2024

Thanks for addressing this @Caity I have the same issue as mentioned above. That's great to know that this will be taken care of soon. I do have another question. If 10 users are free, then if we go over 10 users, would we just be paying per user for users over 10? For example if I had 11 users would I only be paying for 1 user? I know that this price change hasn't officially gone into effect yet, but I wanted to get an idea of what to expect.

Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 18, 2024

@Kendra Gresham No, it works a little differently. It's not that 10 collaborators are free and then additional collaborators are paid; instead, free Workspaces are limited to 10 collaborators, and to have more than 10 collaborators, you would need to upgrade the Workspace. The upgrade is for the entire Workspace, so it would include all billable users, not just the first 10.

All that said, it's still possible that you may have collaborators in your Workspace who would not be included in your bill. These two types of users are counted as collaborators but do not count as billable users:

  • Guests of the Workspace who are only members of a single board
  • People you've invited who don't have a Trello account yet

We have some more info on how Trello's billing works here: https://support.atlassian.com/trello/docs/how-billing-works-with-trello-premium-and-standard/

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Andrea Fortier
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March 22, 2024

Looking to see if there is a date for when the improvements to admin functionality in free Workspaces will be available. 

Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 22, 2024

They will be available to all free Workspaces by the end of next week.

coxford
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March 25, 2024

Did this get done? I have the same issue. 

Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
March 25, 2024

@coxford The tools will be available to all free Workspaces by the end of next week, so if you don't see the option to remove a guest now, check back in a few days and it should be there.

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Victoria Camron April 1, 2024

@Caity  How do we make workspace members guests? Or are they free guests if they use only one card? We need our guests to be able to make cards on a board, attach items to cards and move cards from one column to the next? 
Our free trial expires Friday, April 5, so we need to figure this out. 

Thank you!

Caity
Atlassian Team
Atlassian Team members are employees working across the company in a wide variety of roles.
April 1, 2024

@Victoria Camron To change a Workspace member to a guest, first go to the Workspace members page. Then, find that user and click Remove. Make sure to uncheck box to remove the member from all Workspace boards. Then, when you remove them, they will remain on all of their boards as Workspace guests. Any guest who is only a member of a single board in the Workspace is free.

Guests can do all of the things you mentioned: creating cards, attaching items to cards, and moving cards from one list to the next.

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Victoria Camron April 1, 2024

Thank you for your quick response and detailed answer. 

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