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Account Roles and Permissions

Account Roles and Permissions

Learn about the different types of account roles and the associated permissions within Boardable.
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Written by Jocelyn Gombos
Updated over a week ago

TABLE OF CONTENTS

I. Overview of Account Roles

II. Administrator Permissions

III. Member Permissions

IV. Observer Permissions

I. Overview of Account Roles

Roles are the most important designation within Boardable's platform. They provide structure and accountability as each board, or committee member, works within their assigned roles to achieve goals. The Account Role assigned to a user determines their automatic permissions of accessibility across Boardable, such as their role in groups and meetings. The Administrator role is automatically all powerful across the platform. Members and Observers can be elevated within groups and meetings to a higher role.

The drawing below gives a visual of the hierarchy, automatic assignments (solid arrow), and optional assignments (dotted arrow).

An Account Role is assigned to a person when they are added to Boardable. User permissions are determined by the Account Role (permissions displayed below are explained based on the user's Profile and tabs visible in the left navigation panel). There are three main roles visible in the People Directory:

  1. Administrator:

    1. Also known as the Organization Admin

    2. The only role that can add and edit users

      1. There are certain editing restrictions after the user has logged in for the first time. Please refer to Administrator Permissions for more details.

    3. Symbolized by a green dot (with an 'A") in the right corner of the user's photo

  2. Member:

    1. This role's permissions are limited by their assigned group

    2. This role can be elevated to a Group Admin or Meeting Collaborator by an Administrator

    3. No symbol noted on the user's photo

  3. Observer:

    1. This role only has view permissions when invited by a Member or Administrator

    2. This role can be elevated to a Group Admin or Meeting Collaborator for a specific group or meeting they are invited to

    3. Symbolized by a grey dot (with an 'O') in the right corner of the user's photo

My Profile settings are exclusive to the user signed in. All users have the ability to update some profile settings such as first / last name, image, title, password, etc. (please refer to Related Articles for additional information about profile settings).

II. Administrator Permissions

Administrators are assigned through the People directory under the user's Account Role. Within Boardable, these Administrators are also referred to as the Organization Admin. This is the highest permission level within an organization.

NOTE: Please be aware that Organization Admins cannot do the following:

  • change another user's log in email address

  • change another user's password

  • change another user's name once the user has logged in for the first time

    • This can be edited prior to the user logging in for the first time - please refer to Related Articles for more information on inviting users to Boardable

Organization Admins have all Member and Observer permissions with the following additions:

  • Academy

    • Access to helpful video tutorials and other resources

  • Calendar

    • Add / edit / delete any meeting or poll, including those created by another user

  • Dashboard

    • Edit organization settings (logo, dashboard message, email "from" name, timezone, agenda styles)

    • Add agenda templates

  • Discussions

    • View / edit / delete any discussion they are involved with

  • Documents

    • Can view all documents in the Document Center (regardless of document / folder permissions)

    • Limit user permissions to folders in the Document Center

    • Edit / move / delete any documents within the Organization

  • Goals

    • Create and assign goals to any groups or users

    • View / edit / delete any goal within the Organization

  • Groups

    • Add groups and assign Group Owner, Group Admins, and members of the group

    • View / edit / delete any groups within the Organization

  • Help Center

    • Access to all help articles

  • Meetings

    • View all meetings within the Organization

    • View / edit / delete any meetings within the Organization

    • Automatically assigned Collaborator on meetings created by other users (please refer to Related Articles for additional information about collaborators)

    • Start / stop meeting recordings

  • Notifications History

    • View and search all notifications

    • Toggle between My Notifications and Organization Notifications

  • People

    • Add or remove users in the People Directory

    • Assign Account Roles

    • Add user's board term from and to dates

    • Send Welcome Invitations and check the status of invitations

    • Edit user profile information (Admins cannot change a user's login email, first / last name and password unless the user has not logged in for the first time)

    • View User's Last Activity

    • Export People Directory CSV file

  • Polls

    • View / edit / delete any poll within the Organization

  • Reports

    • This tab is now visible in the left navigation panel if part of Essentials, Professional, or Enterprise plan

    • View and download available reports

  • Settings

    • This tab is now visible in the left navigation panel

    • Quick edit for Dashboard settings

  • Subscription

    • This tab is now visible in the left navigation panel

    • Edit billing information and subscription plan information

    • Ability to change plan

  • Tasks

    • Create and assign tasks

    • View / edit / delete any task within the Organization

Main Menu Panel for Administrators:

III. Member Permissions

Members can create meetings, polls, discussions, upload documents and view all activity to groups that they are a member of.

Members have all Observer permissions with some additions:

  • Academy

    • Access to helpful video tutorials and other resources

  • Calendar

    • Add meetings and polls within calendar

  • Dashboard

    • Same as Observer

  • Discussions

    • Create discussions from this tab

  • Documents

    • This tab is now visible in the left navigation panel

    • Upload documents and view documents in the Document Center where permission is assigned

  • Goals

    • same as Observers

  • Groups

    • This tab is now visible in the left navigation panel

    • View all groups

  • Help Center

    • Access to all help articles

  • Meetings

    • Create meetings, invite attendees, create agendas

    • Set meeting dates, update RSVP's, mark attendance

    • Add meeting minutes

  • Notifications History

    • Same as Observers

  • People

    • same as Observers

  • Polls

    • This tab is now visible in the left navigation panel

    • Create polls from this tab

  • Reports

    • No access

  • Settings

    • No access

  • Subscription

    • No access

  • Tasks

    • Main menu option now available

    • Ability to work with tasks assigned to them through group and meeting pages as well as from main menu

Main Menu Panel for Members:

IV. Observer Permissions

Observers can only participate in groups, discussions, polls and meetings when they are invited. Observers have view-only permission unless they are assigned as a Group Owner or Group Admin within a specific group, or a Meeting Collaborator within a specific meeting.

Please refer to Related Articles for more information on group roles, meeting roles, and guest permissions..

Observer permissions include:

  • Academy

    • Access to helpful video tutorials and other resources

  • Calendar

    • Displays dates and times associated with all meetings, polls, and tasks user is assigned to

  • Dashboard

    • Displays pertinent information associated with the user

    • Displays polls and tasks user is involved in

  • Discussions

    • Ability to participate if member of a discussion

  • Documents

    • Documents is not visible in the main menu panel

    • Access to documents from a group page they are a member of, along with the ability to upload and download documents on that specific group page

    • Access to documents from a meeting page they are invited to, along with the ability to upload and download documents on that specific meeting page

    • Note: if there is a concern with downloading documents, consider having the person as a guest rather than a user within Boardable

      • Guests can be invited to meetings (they will have a temporary log in for Spotlight) and will have access to the agenda if sent to them via email (through Send Message)

  • Goals

    • Ability to create goals only if assigned as Group Owner / Admin within any groups

  • Groups

    • Groups must be accessed through My Groups

      • Lists any groups the user is assigned to

    • Through a specific group page they have been invited to, the user has the ability to respond to and create discussions and polls, as well as upload documents

    • If elevated to Group Owner or Group Administrator within a specific group, user has the ability to create meetings and tasks within that group

  • Help Center

    • Access to all help articles

  • Meetings

    • Provides list of meetings user is invited to

    • Ability to RSVP to meeting invitations addressed to them

    • View documents attached to specific meetings

    • View recordings attached to specific meetings if Visibility was set to All Attendees

    • Can be assigned as a Collaborator in Meetings (please refer to Related Articles for additional information about collaborators)

    • Note: if there is a concern with the ability to view all meeting documents, consider having the person as a guest rather than a user within Boardable

      • Guests can be invited to meetings (they will have a temporary log in for Spotlight) and will have access to the agenda if sent to them via email (through Send Message)

  • Notifications History

    • View and search notifications received

  • People

    • Ability to view all users within the People Directory

  • Polls

    • Not visible from the main menu

    • Ability to be involved in polls from group or meeting pages they are invited to

  • Reports

    • No access

  • Settings

    • No access

  • Subscription

    • No access

  • Tasks

    • Not visible from the main menu

    • Tasks can be assigned to observers through a group page

    • Observers can then edit, comment, and complete tasks assigned to them through a group page they are invited to

Main Menu Panel for Observers:

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