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Roles and permissions
Roles and permissions

Find out what you can do in iDeals Board, depending on your role

Updated over a week ago

Manage permissions efficiently with iDeals Board. With four user roles, understanding and assigning access to users is easy. Read on to see what each role can do.

Roles

Assigning the right roles to users is an important step when setting up iDeals Board. If you're an administrator or a secretary, you can assign one of the following roles when you invite a user.

Administrator

The administrator is a super-user who can do everything in iDeals Board. By default, administrators can see all meetings and documents and can't be restricted from viewing anything.

Administrators can't delete themselves (another administrator can delete them) and there must be at least one administrator per workspace.

A company secretary may be assigned an administrator role, particularly if they oversee the work of other secretaries.

Secretary

The secretary:

  • Can add users

  • Organizes and creates meetings

  • Prepares for meetings (the agenda and board book)

  • Runs the meetings, including voting, note-taking, and preparation of the minutes

This role may be assigned to the Board Secretary and Committee Secretaries, as well as their assistants.

Permissions are restricted to the groups they are in.

Member

A board member can:

  • Respond to meeting invitations

  • Attend meetings

  • Download and read the board book and other documentation

  • Cast votes

Permissions are restricted to the groups they are in.

Guest

Guest users:

  • Can respond to meeting invitations

  • May join meetings as additional participants

  • Are not members of a group and may or may not be an employee of the organization

  • Cannot vote

  • When added, Guest users should be assigned ‘No access’ to every group in the workspace. See Add users.

A note about voting: Participants can't vote if they're not part of the group. For example, If a secretary or member is invited to a meeting for a group they are not in, they are unable to vote.

Dashboard permissions

By default, an administrator doesn’t see anything on their dashboard. However, admins can make themselves the secretary of any group to view the same as the group secretary.

Action

Secretary

Member

Guest

View and respond to upcoming meetings

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View and manage your tasks

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View recently shared documents

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Find out more about secretary and board member dashboards.

Meeting list permissions

Action

Secretary

Member

Guest

View the meetings (including agendas, board books, and minutes) that you’re invited to

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Create and edit meetings

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Publish a draft meeting

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Meeting permissions

Action

Secretary

Member

Guest

Create a Meeting

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Edit a meeting

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Invite users to a meeting

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Respond to a meeting invite

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View participant details

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View and edit meeting visibility status

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Agenda permissions

Action

Secretary

Member

Guest

Create a draft agenda

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Add and remove agenda items

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View documents attached to agenda items

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View the agenda, including descriptions, documents, and motions

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Publish agenda items

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Notify participants about changes to published agendas

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View agenda visibility status

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Board book permissions

Action

Secretary

Member

Guest

View the board book before the agenda is published

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View the board book once the agenda is published

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Update the board book (add and delete files, update agenda details)

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Download the board book (if enabled)

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Meeting minutes permissions

Action

Secretary

Member

Guest

Take notes

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Export minutes

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Upload draft minutes

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View draft and approved minutes

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Add approval details

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Upload approved minutes

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Document permissions

Action

Secretary

Member

Guest

Upload documents

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Create folders

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Rename documents and folders

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Move documents and folders

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Delete documents and folders

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Mark document as favorite

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View document details

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Manage view and download access

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Copy links to documents and folders

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Download documents and folders

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User list and user details permissions

Action

Secretary

Member

Guest

View active/invited users

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View deactivated users

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View own and other user details

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Edit own profile

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Edit other user's profile

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Edit other user's role

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User and group management permissions

Action

Secretary

Member

Guest

Invite a user

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Resend an invite

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Revoke an invite

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Deactivate a user

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Reactivate a user

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Set user role to admin

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Remove admin status

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Add a secretary user

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Remove a secretary from a group

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Add a board member user to a group

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Remove a board member user from a group

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Set user role to guest

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Create a group

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Edit the group name

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Set/edit task due dates for a group

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Actions permissions

Action

Secretary

Member

Guest

Create an action

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Edit an action

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Delete an action

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Complete an assigned action

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View actions and their status

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iDeals Board for guests
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