Master Permissions
Below you'll find the different permissions currently available within OnBoard. To view more in-depth breakdown of OnBoard's permissions, please check our article Understanding OnBoard Permissions.
| Permission | Organization | Group | Meeting | Agenda Section | Resources |
Actions (Approvals, Assessments, eSignatures, Questionnaires, Surveys) |
| Admin |
Can create Meetings, Groups, Resources, Actions, and Announcements. Can edit/invite Users. Can change Organization Settings. |
Can edit Group details and Group Member list. | Can edit meeting details, member access, agenda, and book documents. | Can edit agenda section details and section permissions. | Can upload new resources, create/rename resource folders, move resources between folders, and control user access to folders. | Unable to participate in Actions, but has full edit permissions. |
| Creator | Can create Meetings, Groups, Resources, and Actions. | Can create Groups. | Can create Meetings. | Can create and edit agenda sections in meetings they've created. | Can create Resources and upload documents to created folders. | Can create Actions. |
| Member | Read-only access to the organization. | Read-only access to Group details. | If added as Reader. | If added as Reader. | If added as Reader. | If added as Voter/Respondent. |
| Reader | X | X | Read-only access to meeting details, agenda, and book. | Read-only access to this section of the agenda and board book. | Read-only access to folders and documents within this folder. | X |
| Contributor | X | X | Can upload documents to any agenda section | Able to upload a document to this agenda section. | X | X |
| Voter/ Respondent/ Signer | X | X | X | X | X | Can participate in an Action. |
| Admin & (Voter/ Respondent/ Signer) | X | X | X | X | X | Can participate in an Action and has full edit permissions. |
| Commenter | X | X | X | X | X | Can view and participate in Approval Discussions but is unable to vote. |
| Exclude | X | X | Complete removal of access to meeting. Overrides all other access. | Complete removal of access to agenda section. Overrides all other access. | Complete removal of access to Resource. Overrides all other access. | Complete removal of access to an Action. Overrides all other access. |
Special Feature Permissions
Tasks, Messenger, Meeting Minutes, Meeting Analytics, and Roles & Terms all have permissions specific to them:
- Any user can create or assign a Task.
- Any user can send and receive messages if Messenger is enabled for your Organization .
- Roles & Terms can only be managed and set by Organization Admins.
- Meeting Admins are the only ones who can manage Meeting Minutes, however they can share Minutes with other users.
- Meeting Analytics can be viewed by any user with access to the Meeting.
Resetting User Passwords / Unlocking User Accounts
Unlocking a user's account and resetting a user's password luckily have the same steps!
To reset a password/unlock an account, go to the Directory, click on the 3-dotted menu button to the far right side of the user's name, and select Reset Password.
From their, you'll have several options for resetting the user's password.
Emailing Temporary Passwords From OnBoard
After selecting Reset Password you'll be prompted to send the user an email with a temporary password to log in. Keep the Send email with temporary password to member checkbox checked and select Reset to immediately send a temporary password to the member from OnBoard.
The user will receive an email similar to the one below with a link to log in to OnBoard and the Temporary Password to use for them to log in.
Emailing Temporary Passwords From the Admin
If you'd prefer to send the temporary password to the member from your email address, uncheck the Send email with temporary password to member checkbox and select Reset.
On the Temporary Password pop-up, select Copy Temporary Password, and then select Send Password Email to User. This will create a draft email that you can edit and send the user from your email address.
Resetting Passwords For Users
If you'd prefer to reset the password on behalf of the user, uncheck the Send email with temporary password to member checkbox and select Reset.
On the Temporary Password pop-up, select Copy Temporary Password, and then select Reset Password for User. This will open the Password Reset page. Paste the temporary password, create and confirm the new password, and select Change Password. Once changed, notify the user of their new password.
Password Requirements
OnBoard Passwords must meet certain requirements. The requirements for a new password are:
Password must be more than 8 characters long.
Password must contain at least one lower-case character.
Password must contain at least one upper-case character.
Password must contain at least one of these special characters: ! @ # $ % ^ & * ?
Important Note on the user logging back in and saving the new password:It is highly recommended for the user to manually type the new password to be sure an old saved password is not used. If the user tries to log in with an incorrect password (including an outdated password) 6 times they will be locked out and need to repeat the password reset/unlock process again. If the user's device or browser recognizes that the password has been changed, they may see a prompt to Update the saved password. It is recommended to do this to avoid needing to unlock the user and reset the password again. |
If you choose not to send the email, you'll be able to copy the temporary password to send to the user in your preferred fashion by clicking the Copy button next to the Temp password field.
If you click Create password email it will initiate a Temporary Password email, in case you need to delay sending that email to the user.
Important Note on users in multiple Organizations:An Administrator can only reset the password of a user from the Directory if the user is only in their OnBoard Organization. The Administrator will see an error at the bottom of the page similar to this if they cannot force a password reset for the user. If the user is part of more than one OnBoard Organization, the Administrator or the user will need to follow Method 2 below to reset the user's password. |
Important Note on the user logging back in and saving the new password:It is highly recommended for the user to manually type the new password while logging in to be sure an old saved password is not used. If the user tries to log in with an incorrect password (including an outdated password) 6 times they will be locked out and need to repeat the password reset/unlock process again. If the user's device or browser recognizes that the password has been changed, they may see a prompt to Update the saved password. It is recommended to do this to avoid needing to unlock the user and reset the password again. |
Admin FAQs and Quick Tips
Please see our Administrator FAQs article for a list of common questions.
Our Training & FAQs section contains training materials and tips for using all of OnBoard.
Troubleshooting and Support section can help with any common issues you may experience.
Comments
0 comments
Please sign in to leave a comment.