What Are Meeting and Agenda Permissions?
Meeting and Agenda permissions control who can access a meeting and what they can do within it.
Users in your organization cannot see or access a meeting unless they are granted permission at the Meeting level. Additional restrictions or access can be applied at the Agenda Section level if needed.
Users in your organization cannot see or access a meeting unless they are granted permission at the Meeting level. Additional restrictions or access can be applied at the Agenda Section level if needed.
| Explore the Meetings course and others in the OnBoard Administrator 101 Learning Path, on OnBoard Academy - link: Meetings |
Meeting Level Permissions
What are Meeting-Level Permissions?
Meeting-level permissions determine who can access the meeting at all and what actions they can perform across the entire meeting.
| NOTE: Users must have at least Reader access at the Meeting level before they can be granted access to any Agenda Section. |
How Do I Manage Meeting-Level Permissions?
You manage meeting-level permissions using Manage Invitees.
Steps:
- Open the meeting.
- Click Manage Invitees.
- The Members tab opens by default.
- Assign permissions to individual users or groups.
Assigning Individual User Access
You can grant meeting access to individual users from the Members tab.
Steps:
- Click Manage Invitees at the meeting level.
- Locate the user in the list.
- Click the ➕ icon next to their name to assign Reader access.
- Click the permission label (for example, Reader) to change it.
| NOTE: A user must be added at the Meeting level before they can receive permissions for any Agenda Section. |
Available permission types:
- Reader
- Contributor
- Administrator
- Exclude
Best Practice for Setting Individual Permissions
Meeting permissions should be configured in this order:
- Set Meeting-level permissions first
- Add Agenda Section permissions only if needed
| NOTE: Individual user permissions always override Group permissions. |
Assigning Group Access
How Do I Give an Entire Group Access to a Meeting?
You can assign permissions to groups from the Groups tab.
Steps:
- Open Manage Invitees.
- Select the Groups tab.
- Click the ➕ icon next to a group to assign Reader access.
- Click the permission label to change it if needed.
| NOTE: All members of the group will receive the selected permission. |
Which Permissions Can Groups Have?
Groups can be assigned:
- Reader
- Contributor
- Administrator
Groups cannot be assigned Exclude permissions.
Permission Types Explained
What Does Each Meeting Permission Allow?
Administrator
Administrators can:
- Edit meeting details (date, time, location)
- Manage agenda items
- Manage meeting permissions
- Update Meeting Visibility
- Send Notifications and Reminders
- Manage Meeting Settings
Contributor
Contributors can:
- Add, remove, and edit agenda sections
- Upload documents to agenda sections
Contributors cannot:
- Edit meeting details (date, time, location)
- Manage permissions
Reader
Readers can:
- View the board book and meeting content
Readers cannot:
- Edit meeting details
- Edit agenda sections
- Upload documents
- Change permissions
Exclude
Excluded users:
- Cannot see or access the meeting at all
| NOTE: Exclude overrides all group-based access. |
Inviting Users to the Organization through Meeting Permissions
Can I Invite New Users While Setting Meeting Permissions?
Yes. You can invite new users to your organization without needing to return to the User Directory, directly from the Edit Permissions screen.
Steps:
- Open Manage Invitees.
- Click Invite Members.
- Complete the Organization Invitation form.
- Send the invitation.
Once accepted:
- The user is added to your organization
- The user automatically gains access to the meeting
- The meeting appears on their OnBoard Meeting List
Agenda Section Permissions
What Are Agenda Section Permissions?
Agenda Section permissions allow you to control access to specific sections of the agenda and their sub-sections.
| NOTE: Agenda Section permissions should only be used when special access or restrictions are required. |
How Do I Edit Agenda Section Permissions?
Steps:
- Open the meeting agenda.
- Click Edit Details on the agenda section.
- Scroll down and select Permission Section Members.
- Assign permissions to users or groups.
Permissions set here:
- Apply only to that agenda section and its sub-sections
- Override Meeting-level permissions
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NOTE:
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What Can Each Agenda Section Permission Do?
Agenda Section Administrator
- Edit agenda section details
- Add, remove, and edit documents
- Manage section permissions
Agenda Section Contributor
- Edit agenda section details
- Add, remove, and edit documents
Agenda Section Reader
- View agenda section details and documents only
Excluded from Agenda Section
- Cannot view agenda section details or documents
FAQs
Do users need Meeting-level access before Agenda access?
- Yes. Users must have at least Reader access at the Meeting level before receiving Agenda Section permissions.
Can Agenda Section permissions override Meeting permissions?
- Yes. Agenda Section permissions override Meeting-level permissions, with the exceptions noted above.
Can group permissions be overridden?
- Yes. Individual user permissions always override group permissions.
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.
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