Understanding OnBoard Permissions

Eric Biddle
Eric Biddle
  • Updated

Understanding how permissions work in Onboard is critical to allowing you and your organization to access and edit your Meetings, Approvals, and other board materials. We'll explore the different types of permissions in OnBoard, where you can manage these permissions, and the features that each permission affects a bit more thoroughly.

You'll also find links to articles explaining more specialized permissions for individual features such as Meetings, Groups, and Actions.

Directory

Within the Directory, you'll be able to designate the most important permissions for your Organization. These are separated into two tabs:

  • The Members tab houses the main user list for your Organization, where you invite users, assign Organization Administrators, and deactivate or remove users.
  • The Groups tab allows you to create and manage Groups that can act as user sets to quickly assign permissions in an easy-to-update manner.

Members Tab

Organization Administrator

Users set as Administrators in the Directory are known as Organization Administrators. They are the only permission level that can edit the Settings for the Organization and view the Plan Details to request more subscriber licenses for users. Organization Administrators are also the sole role that can modify user permissions at the Organization level, configure the Dashboard page, and manage Roles & Terms and Skills Tracking. 

On top of these abilities, they can also create any type of object in OnBoard such as Meetings, Groups, Actions, Resources, and Tasks.

Please note that Organization Administrators do NOT have the ability to edit items created by another Administrator or Creator in OnBoard if they have not been marked on those items as an item admin.

Creator

The Creator role has several similarities to the Organization Administrator; being that they can create any OnBoard item types such as Meetings, Groups, Actions, Resources, and Tasks.  When a Creator creates an item in OnBoard by default, they will be the sole item administrator on that item.

Unlike the Organization Administrator, however, the Creator cannot manage Organization level items like the Dashboard, Plan Details, Directory, Roles & Terms, or Skills Tracking.

Member

Organization-level Members are generally the end-users of OnBoard. They will be the users who access the items created by Creators and Administrators. They will be able to log in to OnBoard with this Member permission and able to be added to groups and item-level permissions within features such as Meetings, Groups, Actions, Resources, Roles & Terms, Skills, and Tasks.

Find out about importing your users and setting their Organization Permissions here: Inviting Users to your Organization.

Organization Admin Can create Meetings, Groups, Resources, Actions, and Announcements.
Can edit/invite Users.
Can change Organization Settings.
Creator Can create Meetings, Groups, Resources, and Actions.
Member Read-only access to the organization.

 

Groups Tab

Group Administrator

Group Admins are able to create and add users to Groups from the Directory. They can edit the name, description, and permissions of a Group they create or are added to as an Admin. 

Important Note: An Administrator in a Group is NOT the same as an Organization Administrator. A Group Administrator will also NOT be able to create or edit items the Group is set on, only to edit their specific Group(s) from the Directory.

Member

Users marked as a Member of a Group will inherit permissions that the Group is assigned. For example: if your Group is assigned to be Readers of a meeting, your user account will inherit that Reader permissions as long as you are still a part of that Group. This can make updating permissions on items very easy, since adding users to a Group that is set to a certain Resource folder or Meeting will make certain that list of users can see those items. If a user is removed from a Group, they'll lose permissions to any items the Group was added to. 

Read about more about Creating and Managing Groups.

Important Note: Group Permissions only apply to the Group, not items like Meetings where a Group is given permission. A Group Administrator will only have permission to affect the Group.

Group Admin Can edit Group details and Group Member list.
Group Member Read-only access to Group details.

 

 

Meetings

Meeting Permissions

Meeting-Level Permissions are assigned by an Admin of a meeting from the "Manage Invitees" panel. By default, the user who creates the Meeting (whether an Organization Administrator or Creator) will be set as the single default Administrator who can then add other user permissions.

Group permissions can also be set on Meetings to add an entire set of users. For example: if you have a group of users who normally edits your meetings, you could mark their Group as Admins in the Meeting Permissions, which will allow the group to edit or add to the meeting. Likewise, if there is a certain Committee that always has similar meetings, you can add users to the Group and add that group to your Meeting's permissions.

Meeting Admin Can edit meeting details, member access, agenda, and book documents.
Meeting Contributor Can upload documents to any agenda section.

Meeting Reader

Read-only access to meeting details, agenda, and book.

Exclude

Complete removal of access to this meeting. Overrides all other access.

 

Meeting Agenda Section Permissions

By default, an Agenda Section will use the meeting's permissions, but the Agenda Section Permissions can be changed by an Admin of a meeting or Agenda Section from the "Edit Details" panel. This allows more granular control over your meetings and who can see or edit certain sections. Any sub-sections created will inherit the root Agenda Section's permissions, but can be changed.

Everything you need to know about creating, managing, and running your Meetings can be found in our Meetings Article section. 

Agenda Section Admin Can edit agenda section details and section permissions
Agenda Section Contributor Able to upload a document to this agenda section.

Agenda Section Reader

Read-only access to this section of the agenda and board book.

Exclude

Complete removal of access to this agenda section. Overrides all other access.

 

 

Resources

 

Article about Resources Creating and Managing Resources

Resource Admin Can upload new resources, create/rename resource folders, move resources between folders, and control user access to folders.
Resource Reader Read-only access to folders and documents within this folder.
Exclude Complete removal of access to this resource folder or document. Overrides all other access.

 

Actions

 

Approvals 

Learn all about Creating and Managing Approvals.

Admin & Voter

Can vote in the Approval and has full edit permissions.

Admin  Unable to vote in the Approval, but has full edit permissions.
Voter Can vote in an Approval.
Commenter Can view and participate in Approval Discussions but is unable to vote.
Exclude Complete removal of access to the Approval. Overrides all other access.

 

Surveys 

See more on Creating and Managing Surveys.

Admin & Respondent

Can answer the Survey and has full edit permissions.

Admin Unable to answer the Survey but has full edit permissions.
Respondent Can answer the Survey.
Exclude Complete removal of access to the Survey. Overrides all other access.

 

eSignatures  

Article about eSignatures in our Creating and Managing eSignatures article.

Admin & Signer

Can sign the eSignature and has full edit permissions.

Admin Unable to sign the eSignature, but has full edit permissions.
Signer Can participate in the Action.
Exclude Complete removal of access to the eSignature. Overrides all other access.

 

Assessments  

Find out How To Get Started With Assessments here.

Admin & Respondent

Can respond to Assessment and has full edit permissions.

Admin Unable to respond the Assessment, but has full edit permissions.
Respondent Can respond to the Assessment.
Exclude Complete removal of access to the assessment. Overrides all other access.

 

Questionnaires  

Article about Questionnaires Creating and Participating in D&O Questionnaires

Admin & Respondent

Can answer the Questionnaire and has full edit permissions.

Questionnaire Admin Unable to answer the Questionnaire but has full edit permissions.
Respondent Can respond to the Questionnaire.
Exclude Complete removal of access to the Questionnaire. Overrides all other access.

 

 

 

 


OnBoard Group Trainings:

If you are interested, we do offer further education. You can find the calendar and register for OnBoard Admin group training sessions by clicking here

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