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Meeting Roles and Permissions
Meeting Roles and Permissions

Learn about the different types of meeting roles, such as Collaborator, and the permissions associated with that role.

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Written by Jocelyn Gombos
Updated over 6 months ago

TABLE OF CONTENTS

I. Account Roles and Meetings

II. Overview of Meeting Roles

III. Meeting Owner Permissions

IV. Meeting Collaborator Permissions

V. Meeting Member Permissions

VI. Meeting Observer Permissions

VII. Meeting Guest Permissions

I. Account Roles and Meetings

In the Boardable platform, the hierarchy of roles is as follows:

  • Account Role: the role a user is assigned when added to Boardable

  • Group Role: the role a user is assigned when added to a group

  • Meeting Role: the role a user is assigned when added to a meeting or when creating a meeting

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

Note: please refer to Related Articles for more information regarding Boardable's roles and permissions.

The majority of this article is dedicated to meeting roles and the associated permissions, but it is important to note the impact Account Role has when actually creating a meeting.

  • Account Role of Administrator

    • aka Organization Admin, the highest level of permission on the Boardable platform; this user is automatically a Meeting Collaborator

    • In regards to meetings, Organization Admins have the following additional permissions outside of the Meeting Roles:

      • View all meetings within the Organization

      • Ability to edit or delete any aspect of a meeting within the Organization - even those created by others

  • Account Role of Member

    • A Member has three possible Meeting Roles:

      • Meeting Owner: if the Member created the meeting

      • Meeting Collaborator: if the Member was assigned as Collaborator

      • Meeting Member: automatically assigned based on user's Account Role if the meeting was created by someone else

    • In regards to meetings, Members have the following permissions - not to be confused with the role of Meeting Member:

      • Create meetings, invite attendees

      • Build / edit agenda - not for meetings created by others

      • Set meeting dates, update RSVP's, mark attendance - not for meetings created by others

      • Add meeting minutes - not for meetings created by others

  • Account Role of Observer

    • An Observer has two possible Meeting Roles:

      • Meeting Collaborator: if the Observer was assigned as Collaborator

      • Meeting Observer: automatically assigned based on user's Account Role

    • In regards to meetings, Observers and Meeting Observers have the same permissions (unless they are elevated to Collaborator, or are elevated to Group Admin in the group associated with the meeting)

II. Overview of Meeting Roles

Meetings are an integral part of any Board. The meeting role is initially assigned based on the user's Account Role or Group Role (if meeting is associated with a group) and is assigned once the meeting is created.

Note: the group role is only applicable if the meeting is being created for a specific group and the user is associated with that group.

The meeting roles explained here refer to the role the user plays for a specific meeting after it is created. There are five meeting roles:

  1. Meeting Owner

    1. The Meeting Owner is the person who created the meeting

      1. Meetings can be created by users having a specific Account Role (Administrator / Member) or by a group's Group Owner / Group Admin

      2. The Meeting Owner can be identified on the meeting page in the People section under the section Role

  2. Meeting Collaborator (aka Meeting Admin)

    1. A user is automatically a Collaborator if their Account Role is Administrator or they are the group's Group Owner or Group Admin

    2. Other Collaborators are assigned by the Meeting Owner, Organization Admins, or the group's Group Owner / Group Admins

  3. Meeting Member

    1. A user is automatically a Meeting Member if their Account Role is Member or they are simply a member of the group associated with the meeting

  4. Meeting Observer

    1. A user is automatically a Meeting Observer if their Account Role is Observer and they are not the group's Group Owner or Group Admin

  5. Meeting Guest

    1. A guest is someone who has been invited to the meeting, but they are not a user within Boardable

III. Meeting Owner Permissions

The Meeting Owner is the user who created the meeting. The Meeting Owner has all of the Meeting Collaborator permissions with the following additions:

  • Edit Meeting Date

  • Edit Meeting Location

  • Edit Meeting Description

  • Add / delete People within a Meeting

  • Edit / delete polls added by others

  • Delete tasks added by others

IV. Meeting Collaborator / Meeting Admin Permissions

A user can be a Collaborator based on the following:

  • User is the Meeting Owner

  • User's Account Role is Administrator

  • User is the group's Group Owner or Group Admin

  • Assigned as Collaborator by meeting's Meeting Owner / Collaborator

If the user's Account Role is Administrator, they have access to the meeting immediately, prior to any publishing (even if not invited). All other Collaborators have the following permissions from the Meeting Page once the meeting is published to calendar only OR fully published:

  • General

    • Send a message to meeting members

    • Send a Meeting Summary

    • Enable / disable public page

    • Take attendance

    • Create follow-up meeting

  • Agenda

    • Build and / or edit agenda

    • Add personal notes to meeting agenda

  • Comments

    • Add comments

  • Documents

    • Add Supplemental Documents

  • Minutes

    • Take / edit / publish meeting minutes

  • People

    • View attendees

    • Update RSVPs of attendees

    • Take attendance

  • Polls

    • Add and publish polls

  • Recordings (Boardable Video)

    • Start / stop meeting recordings

  • Tasks

    • Add tasks and assign to individuals

    • Edit tasks added by others

V. Meeting Member Permissions

A user is automatically a Meeting Member based on the following:

  • User's Account Role is Member

  • User is the group's Group Member

The Meeting Member has the same permissions for meetings as the Meeting Observer with the following addition:

  • Meetings

    • Ability to create a meeting (user with Account Role of Member) - their meeting role for that meeting is then Meeting Owner, not Meeting Member

  • Polls

    • Add and publish polls

VI. Meeting Observer Permissions

A user is automatically a Meeting Observer based on the following:

  • User's Account Role is Observer

  • User is the group's Group Member

If the meeting is published to calendar only, the Meeting Observer has the following permissions:

  • General

    • View meeting page - only showing date and time of meeting and Comments section

    • Ability to RSVP and update their own RSVP

  • Comments

    • Add comments and view others

Once the meeting is fully published, the Meeting Observer has the following additional permissions :

  • Agenda

    • View agenda

    • Generate and print Board Packet (Professional Accounts Only)

      • only available after meeting is fully published and agenda is available - if documents are attached within the agenda

  • Documents

    • View and download documents

  • Minutes

    • View minutes

  • People

    • View attendees

    • View RSVPs of attendees

  • Polls

    • Participate in polls and view results

  • Recording

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

  • Tasks

    • View assigned tasks

    • Add comments to tasks

VII. Meeting Guest Permissions

A guest is someone who has been invited to the meeting, but is not a user within Boardable and will not have access to the Boardable platform.

Guests can do the following:

  • Receive an email notification regarding the meeting

  • Participate in a meeting's video conferencing component

  • View the Meeting Agenda

Guests cannot:

  • RSVP throughBoardable

  • View any documents, aside from what is sent through email, associated with the meeting

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