Managing Meetings with Executive Sessions

If you're scheduling a meeting that includes an executive session — and you, as the admin, should not have access to the executive materials — there are a few workflows you can use to maintain confidentiality.

Option 1: Create a Separate Meeting for the Executive Session

1. Create a new meeting titled “Executive Session.”
2. Invite only the executive team or relevant committee members.
3. Make sure at least one invitee has admin permissions so they can upload materials and manage the agenda.
4. Once the meeting is set up, remove yourself from the meeting.

This ensures you don’t have access to sensitive materials while still allowing the executive team to collaborate.

Option 2: Set Up the Full Meeting, Then Change Your Permissions

1. Create the full meeting, including a designated agenda section for the executive session.
2. When the meeting is ready, publish it.
3. After publishing, change your own role to “Reader” to restrict your access.
4. Make sure another user has “Admin” permissions to manage the meeting going forward.
5. That user can then adjust section permissions as needed — including restricting your access to the executive session materials.

Option 3: Admin Keeps Permission as Admin, Using Two Versions of the Board Meeting Minutes

1. Admin does not need to change their permission.
2. After the meeting, download the minutes as a Word document.
3. Create two versions:
• One version that includes the executive session notes (for the executive team).
• Another version without those notes (for the broader board or public record).

This method is best suited for post-meeting documentation when access control wasn't set up in advance.