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Troubleshoot access and permission issues

Access issues usually come from account, Space, role, item state, item privacy, App Settings, or plan availability. Diagnose the blocker before asking an owner/admin or reporting an issue.

Use this guide when:

  1. You see no access, permission denied, not found, or a 404 page.
  2. A Space, list, task, doc, dashboard, goal, chat, CRM record, setting, or action is missing.
  3. A button or more actions menu item is hidden or disabled.
  4. A feature shows an upgrade or usage-limit prompt.
  5. An invite was accepted but the Space still does not appear.
  6. A public link was confused with a signed-in app link.

Terms you may see:

  • Account determines your identity.
  • Space membership determines which Spaces you can enter.
  • Role permissions determine which app areas and actions you can use.
  • Item access can restrict private folders, lists, docs, tasks, and records.
  • Item state can block access when work is archived or deleted.
  • App Settings can hide app areas and task fields for everyone in the Space.
  • Plan availability can block features even when role access is correct.

Before you start

  • Know which account email should have access.
  • Know the Space name or item name you are trying to open.
  • If possible, ask the item owner or Space admin what access you should have.
  • Keep the link you tried to open so the owner/admin can identify whether it is public or signed-in.

How account access works

Check access in this order:

  1. Confirm the signed-in account.
  2. Confirm the active Space.
  3. Confirm membership and member status.
  4. Confirm role permissions.
  5. Confirm item access and item state.
  6. Confirm the app area or field is enabled in App Settings.
  7. Confirm plan availability or usage limits.
  8. Refresh after sync completes.

Expected outcome: You identify whether the issue is account, membership, role, privacy, archived/deleted state, App Settings, plan availability, sync, or URL type.

Access Reference

SymptomMost likely checks
Space is missingWrong account, invite not accepted, member deleted, Space archived, or sync not complete.
Item opens for one user but not anotherRole access, private item access, archived/deleted state, or member status.
Button is hiddenRole permission, App Settings, plan availability, item state, or mobile placement.
Public link opens but cannot editExpected public read-only behavior. Use member access for editing.
App link asks for sign-inSigned-in app links require the correct account and Space access.
404 or not foundWrong URL, old link, deleted/archived item, private item, or missing membership.
Upgrade promptPlan availability or usage limit, sometimes combined with role access.

Check the account first

  1. Open the account menu.
  2. Confirm the signed-in email or profile.
  3. If it is wrong, sign out and sign in with the invited account.
  4. Retry the link or action.

Check the Space

  1. Confirm the active Space in the header or Space selector.
  2. Switch to the expected Space if needed.
  3. If the Space is missing, ask an owner/admin to confirm your invite, membership, or restore status.
  4. Check pending invites from notifications or account areas if available.

Check role and item access

  1. Ask a Space owner/admin to open Settings > Members.
  2. Confirm your member status is active.
  3. Confirm your role.
  4. Ask the admin to check User Roles for the blocked app area.
  5. If the item is private, ask the owner to share it or move it to a shared location.
  • Public List links start with /list/ and are read-only.
  • Public Doc links start with /doc/ and are read-only.
  • Public Whiteboard links start with /whiteboard/ and are read-only.
  • Signed-in app links usually start with /p/ and require the correct account, Space membership, and permissions.

Troubleshooting

A link opens a not found page

  • Symptom: The app shows not found or cannot locate the item.
  • Cause: The item may be deleted, archived, private, in another Space, or the link may be outdated.
  • Resolution:
    1. Confirm the active account and Space.
    2. Search for the item name.
    3. Ask an owner/admin to check Archived and Recently Deleted.
    4. Ask the sender to share a fresh link.

A button is hidden or disabled

  • Symptom: Another user can see an action, but you cannot.
  • Cause: Role access, App Settings, plan availability, private item access, or item state may block it.
  • Resolution:
    1. Ask an admin to compare your role with the required action.
    2. Check whether the item is private, archived, or deleted.
    3. Check App Settings if the field or app area is missing for everyone.
    4. Check plan availability if an upgrade prompt appears.

You accepted an invite but cannot open the Space

  • Symptom: The invite was accepted, but the Space is not available.
  • Cause: You may be signed in with a different account, the member state may still be syncing, or the invite was not restored correctly.
  • Resolution:
    1. Confirm the invited email.
    2. Sign out and sign in with that email.
    3. Refresh the app.
    4. Ask the inviter to confirm your member status is active.

You see an upgrade prompt but expected access

  • Symptom: A feature asks for upgrade or says usage exceeded.
  • Cause: The Space may be on a plan that does not include the feature or has reached a limit.
  • Resolution:
    1. Ask a billing admin to check Billing and Usage.
    2. Confirm the blocked feature name.
    3. Confirm whether role access is also required.

FAQ

Is no access always a role problem?

No. It can also be wrong account, wrong Space, private access, archived/deleted work, App Settings, sync delay, or plan limits.

Why can I view an item but not edit it?

View and edit are different permission levels. Your role, item access, or public-link state may allow reading but block changes.

What information should I include when reporting access issues?

Include your account email, Space name, item type, item name or link, action you tried, expected access, and any message shown.