Administrator Quick Reference Guide

Eric Biddle
Eric Biddle
  • Updated

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!

 

Method 1 - How an Organization Administrator can Reset a Password from the Directory

The easiest method for an Administrator to unlock a user's account or initiate a Password Reset would be to 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."

mceclip0.png

You'll then be prompted to send the user an email with a temporary password to log in.

mceclip1.png
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. 

mceclip2.png

After successful login using the Temporary Password, the user will be prompted to create a new password they'd like to use to log in. 

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:  ! @ # $ % ^ & * ?

mceclip3.png

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 with a 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) 3 times they will be locked out and need to repeat the password reset/unlock process again.
mceclip5.png

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. 
mceclip6.png

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.

mceclip7.png

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.

mceclip8.png

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. 

 

Method 2 - How an Administrator or User can initiate a Password Reset email 

An Administrator or the user needing to log in can click on "Forgot password?" below the Sign In prompt.

mceclip15.png
Next, enter the user's email address as it appears in the Directory, or that they know they use to log in to OnBoard.

mceclip9.png

This will trigger an email to the user.

mceclip10.png

The user will then need to open the email and click "Reset Password"

mceclip11.png

They will then be sent to OnBoard and be able to enter the new password they'd like to use to log in. 

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:  ! @ # $ % ^ & * ?

mceclip12.png

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 with a 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) 3 times they will be locked out and need to repeat the password reset/unlock process again.

mceclip13.png

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. 

mceclip14.png

 

 

 

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. 

Was this article helpful?

5 out of 6 found this helpful

Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.