Add and manage users

This article is for admins. There's no public sign-up, so an admin creates every account. Planka on this server doesn't send email, so new users get no invitation or welcome message. You tell them how to sign in yourself.

Add a user

1. Click your name at the top right.
2. Click Administration.
3. On the Users tab, click Add user.
4. Fill in E-mail, Password and Name.
5. If you like, fill in Username (optional). The person can then sign in with it instead of their e-mail address.
6. Click the role button. It says Board user at first.
7. Choose Admin, Project owner or Board user. See Roles and permissions.
8. Click Add user.

Planka won't accept a weak password. If nothing happens when you click Add user, make the password longer. A username can have 3 to 32 letters, numbers, dots and underscores. It must start and end with a letter or number, and can't have two dots or underscores in a row.

Next, add the person to the boards they'll work on.

Give them their password safely

Tell the new user their e-mail address or username and their password:

• in person, or
• by sharing it through a password manager.

warning

Never send a password in a group chat, and never put one on a card or in a comment.

Ask them to change the password after they first sign in, under Settings → Account → Edit Password. See Sign in and manage your account.

Change a user

On the Users tab, click the pencil at the end of a user's row to open User Actions:

• Edit Information opens their details, such as name, e-mail and phone.
• Edit Role changes their role.
• Deactivate User signs them out and stops them signing in. Activate User lets them back in. Deactivated users are listed under Show deactivated.
• Delete User only appears once a user is deactivated. You type their name to confirm.

You can't change your own role or deactivate yourself.

Set a new password for someone

Use this if someone forgets their password.

1. On the Users tab, click the person's name.
2. Click Change password.
3. Type the New password.
4. Type it again in Confirm password.
5. Click Save.

Planka signs them out everywhere. Give them the new password the safe way described above.

Reset two-factor authentication

Use this if someone has lost both their authenticator app and their recovery codes.

1. On the Users tab, click the person's name.
2. Click Reset 2FA. You only see this button if they've turned on two-factor authentication.
3. Type your own Current password.
4. Click Reset 2FA.

Planka signs them out everywhere and turns off two-factor authentication for them. They can then sign in with just their password and set it up again.