Users in your Organization won't be able to access your Meetings until they have been given permission at the Meeting level, or given special access or restrictions on individual Agenda Sections.
Below you can jump to each step in explaining the Meeting Level and Agenda Section Permissions.
- Meeting Level Permissions
- Agenda Section Permissions
- Assigning Individual User Access
- Assigning Group Access
- Permissions Explanation
- Inviting Users to the Organization through Meeting Permissions
Meeting Level Permissions
Meeting level permissions are applied by clicking Manage Invitees.
Agenda Section Permissions
After the Agenda for your meeting has been created (See Creating Your Agenda article for further information on this), it is possible to further customize your permission structure right down to each individual section of the meeting.
Important Note: Section Level permissions should only need to be configured if there is a need to grant/remove special access to a specific section of the Agenda.
First, click on the "Edit Details" button of the section in which you wish to edit permissions.
Scroll down and click on the “Permission Section Members” button to edit the permissions of this section and its sub-sections.
Permissions set at the Section level will only apply to the particular Agenda Section and its sub-sections. These permissions will also override any Meeting level permissions (unless a user is set to be an Admin on the Meeting level, then they will be unable to have their permissions altered at the Section level.)
Assigning Individual User Access
Once you click Manage Invitees at the meeting level or Permission Section Members at the Section level, you'll be taken to the Members tab by default. You can give individual users access to your meeting or agenda section, by clicking the + icon next to the user’s name to grant basic Reader access.
Important Note: Users cannot have permissions added to Agenda Sections if they have not been added to the Meeting level permissions as at least a Reader.
These permissions can then be further customized by clicking the Reader permission and selecting another permission from the list. Individual user accounts can be assigned all four permission types of Reader, Exclude, Contributor, and Admin, which are described further below.
PRO TIP: MEETING PERMISSIONS:
Meeting permissions should be set by first creating the "Meeting Level" permissions, then setting "Section Level" permissions if necessary. Remember, Group permissions will always be overridden by an Individual user permission change.
Assigning Group Access
From the Edit Permissions screen, you are able to select what kind of access either users or groups have to the meeting. Groups can be assigned three of the four different kinds of permissions (all but Exclude), which are described below in the Permissions Explanation section. To set permissions on a meeting by Group, just click the Groups tab at the top of the permissions panel.
All available Groups appear in the list and you can simply click the + icon next to any of them to grant basic Reader access.
The Group permission can be further customized by clicking the Reader permission and selecting another permission from the list.
Note that if you give a Group access to a meeting, all members of that group will gain the selected permission.
Administrators: Permission to edit meeting details (including, date, time, location and agenda items).
Readers: Permission to see the content of the board book but are unable to make changes to the meeting details, agenda sections or permissions.
Contributors: Similar to Administrators, Contributors have the ability to add/remove/edit agenda sections and upload documents to those agenda sections. However unlike Administrators, they are unable to make changes to the meeting’s details such as date/time/location, or permissions.
Exclude: No ability to see the meeting. This overrides any access the user may have through groups as well.
Inviting Users to the Organization through Meeting Permissions
While managing permissions of a meeting, it is possible to invite new people to your organization without needing to return to the User Directory. Doing so from this screen will accomplish a few things. First, it will bring a brand new person into your organization. Second, it will also give that new person access to this meeting. From the Edit Permissions menu on the meeting, simply click Invite Members at the top.
You'll then be presented with the familiar Organization Invitation prompt.
Once your user accepts the invitation and logs into OnBoard they will have access to the Meeting from their Calendar.
OnBoard Group Trainings:
If you are interested, we do offer further education. You can find the calendar and register for OnBoard Meeting Contributor group training sessions by clicking here.