Users are people you want to add to Ideals Board so they can attend meetings.
Users are assigned a role and added to a group (by the administrator) and this allows them to perform tasks that are relevant to them in preparation before, during, and after the meeting.
To manage users, go to Directory and select the Users tab. You can add users and groups from here. Administrators and secretaries can add users but only administrators can add groups.
Administrators can | Secretaries can |
Add a user Add an administrator user Edit a user Resend an invite Revoke an invite Deactivate and reactivate a user Add and remove administrator status Add a secretary user Add a group and add a remove members to/from groups Set a user role to guest | Add a user Edit a user Resend an invite Revoke an invite Deactivate a user Add a secretary user Add and remove members to/from groups |
Groups and Roles
Find out more about groups.
Assigning the right groups and roles to users is an important step when setting up Ideals Board. You can assign one of the following roles when you add a user.
Administrator | Usually, someone who doesn't prepare and run meetings. They might perform critical IT infrastructure tasks (a CRM administrator for example) or be a chief secretary, who is not only the secretary of a particular group but also coordinates the work of all committees. |
Secretary | Organizes and creates meetings, prepares for meetings (the agenda and board book), and runs the meetings, including voting, note-taking, and finalizing the minutes. Permissions are restricted to only the groups they are part of. |
Group member | Attends meetings, casts votes, and reads the board book and other documentation. Permissions are restricted to only the groups they are part of. |
Guest | May join meetings as additional participants but they are not members of a group or the organization. Guests can't vote. |
Guest users
A guest is a user who may need to join a meeting but not very often. You may not need this user in the future, but they are needed for a particular meeting. For example:
A Board of Directors meeting, where only senior members of your organization meet, you might also invite your main investor. In this case, the investor should be added as a guest.
An audit committee meeting, when an external auditor is invited to provide his expert opinion. This external auditor can be added to the meeting as a guest.
A quarterly Board of Directors meeting, you might need to discuss an issue that requires the expertise of your Chief Security Officer. You won't need him at other meetings so just add him as a guest.
Edit a user
Administrators and secretaries can edit users. Administrators can also make other users administrators of the workspace.
Go to Directory and select the Users tab.
Select the user you want to edit and select the pencil icon. The User profile page is displayed.
Under Personal information, you can change their first name, last name, and position.
Under Contact details, you can change their phone numbers (but not their email).
Under Groups and roles, you can change which groups they are a member of, or make them a guest.
Only administrators can assign users as administrators so this option may not be available to you. Find out more about groups and roles.
6. Under About, you can add, change, or remove information about them.
7. Select Save changes.
Resend an invite
Administrators and secretaries can resend an invite.
If a user doesn't receive the original invitation to iDeals Board, you can send the email again. This might happen if the email lands in a junk or spam folder, or it was deleted in error.
Go to Directory and select the user you want to resend the invitation to. Their status will be Pending.
On the More Options menu, select Resend invite. A pop-up is displayed to confirm that the invitation has been sent.
Revoke an invite
Administrators and secretaries can revoke an invitation sent to a user. When you revoke a user invite, the link in the initial invitation email is no longer valid.
If you've invited a user in error, or they no longer need access to IdealsBoard, you can revoke an invite as long as they haven't already accepted it. (If they have, you can deactivate the user.)
Go to Directory and select the user you want to revoke the invitation for. Their status will be Pending.
On the More Options menu, select Revoke invite.
A message is displayed. Select Revoke to confirm.
Deactivate a user
Administrators and secretaries can deactivate users. Only administrators can reactivate users.
Deactivating a user removes their access to a workspace. An administrator can activate them again at any time.
Go to Directory and select the Users tab.
Select the user you want to deactivate. On the More Options menu, select Deactivate user.
Select Deactivate to confirm. The user will receive an email notification. They’ll be unable to access the workspace but can access other workspaces they are active in.
To reactivate the user, on the More Options menu, select Activate user.