Multi-Organization Administration Resources

This article is designed for Administrators supporting multiple OnBoard Meetings organizations. It outlines how to navigate between organizations, manage Global Admin access, add members, and apply permissions and groups effectively.

Organization Selection Screen

The Organization Selection Screen allows Admins who belong to multiple organizations to quickly switch between them.

Accessing an Organization

When you log in to OnBoard, you’ll see tiles for each organization you’re a member of.
Select a tile to enter that organization.

Switching Between Organizations

While inside an organization, select the organization name beneath the OnBoard logo.
A dropdown list appears showing all organizations you belong to.
Scroll and select another organization to switch, or choose See All Organizations to return to the Organization Selection Screen.

Global Admin Overview

The Global Administrator role provides elevated access across multiple organizations.

What Can Global Admins Do?

Manage permissions for any item within an organization
Run detailed user activity and engagement reports
Restore access if Organization Admins or members lose permissions

Important Requirements

The Global Admin account must use a separate OnBoard ID and password from a standard Admin account
Your IT team may need to create a unique email address for this role
Global Admin access requires executive-level approval (CEO, CIO, CTO, President, or equivalent)

Global Admin Activation Steps

Follow these steps to request and activate Global Admin access:

Create a unique email address for the Global Admin account
Invite that email address to all organizations requiring Global Admin access
Activate the account and join all required organizations
Copy the Organization IDs for each organization:
- Select your name or profile image (bottom-left corner)
- Select Organization & User ID
- Copy the Organization ID
Request Global Admin access by forwarding the Executive Approval email to help@onboardmeetings.com
- Include:
  - The Global Admin email address
  - The list of Organization IDs

Adding Members for New Organizations

When managing multiple organizations, you may either:

Add the Organization Admin so they can populate the Directory, or
Populate the entire Directory yourself

Adding an Organization Admin

Use these steps to add an Admin who will manage the organization’s Directory:

Navigate to Directory
Select + Add Members
Select Invite Members
Enter the member’s First Name, Last Name, and Email
Set their Permission to Admin
Ensure Send invite email to all new members is checked
Select Next
Add an optional custom message and select Send Invitation

Populating the Entire Directory (CSV Import)

If you’d like to add all members before the Organization Admin joins, you can import users in bulk.

Navigate to Directory
Select + Add Members
Select Import CSV
Download the CSV template from the pop-up
Enter first name, last name, and email for each member
(Optional) Complete additional profile fields
Save the CSV and upload it to the Import Members window
Uncheck Send invite email to all new members
Select Add
Update any Organization Admin’s permission to Admin using the three-dot menu next to their name.
Use the three-dot menu to send the Organization Admin an invitation.

Understanding OnBoard Permissions

It's important for all Admins to have an understanding of OnBoard permissions. OnBoard is fully permission-based, including for Admins.

Key Permission Principles

Users must be explicitly invited to access meetings, resources, and actions
Admins do not automatically have access to all content

Organization-Level Permission Types

Administrator

Highest permission level
Manage organization settings, Directory, Homepage, and content creation
Must still be explicitly invited to content created by others

Creator

Can create meetings, groups, resources, and actions
Automatically becomes an Admin for items they create
Cannot manage organization settings or the Directory

Member

Read-only access by default
Can only view content they are invited to
Cannot create content

Understanding and Using Groups

Groups simplify permission management by allowing you to assign access to multiple users at once.

Why Groups Matter

Grant access to many users simultaneously
Automatically update access when members are added or removed
Ideal for boards, committees, leadership teams, and task forces

Setting Up Groups

Navigate to Directory → Groups → Create Group
Create groups for boards, committees, and teams
Add groups to meetings, resources, and actions to manage access efficiently

Delegating Admin Permissions

Delegating Admin Permissions allows one Organization Admin to transfer all content they administrate to another Admin.

Why This Is Important

By delegating permissions in advance, Admins can prevent disruptions and avoid situations where no active administrator exists to manage content in your OnBoard environment.

Best Practice

Always maintain at least one backup Organization Admin.

How to Delegate Admin Permissions

Log in as an Organization Admin
Select your name (bottom-left corner) → Profile
Navigate to Settings → Delegate Admin Permissions
Select the member to delegate to → Continue
Enter your OnBoard ID password to confirm

Good to Know

The delegated Admin gains access to your content
You retain your own Admin permissions

Resources for New Org Admins

New Admin Handoff Process

Review or share the New Admin Handoff Process Article for a step-by-step walkthrough on permission delegation and key concepts.
Provide the Admin Getting Started Guide to new org admins for a checklist on the essential steps for getting started with OnBoard.

OnBoard Academy

For self-guided training, new organization admins should enroll in the OnBoard Administrator 101 learning path in OnBoard Academy.

OnBoard Academy can be accessed in the OnBoard platform by selecting Help & Feedback → OnBoard Academy.

Need additional help? Contact help@onboardmeetings.com for support.

Admin Getting Started Guide10 MB