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Access Roles and Permissions Overview

Learn the differences between roles in BoardPro to give each person the right level of access.

Kim Thibault avatar
Written by Kim Thibault
Updated this week

Roles in BoardPro define permissions — from full control for chairs and admins to restricted access for guests — ensuring the right balance between visibility and security.

Roles and Permissions in BoardPro

Access Roles

Select from six typical board-related roles built into BoardPro:

Chair: Full access to everything in BoardPro. No restrictions, can do anything.

  • Can update all actions and interests.

  • No restrictions.

  • Can manage all users, settings, documents, and meetings.

  • Responsible for approving admin changes if needed.

Admin – Nearly full access, but can’t see Board-only documents unless also a Board Member

  • 90% access to everything.

  • Administrators can restrict a folder in the Governance Documents to become a Board Only folder; however, they will not be able to view or add documents to these folders unless they are also a Board Member

  • Should reassign another Admin if stepping away.

  • Can update all actions and interests.

  • Often serves as product champion or local expert.

Board Secretary – Full access like Admin, but designed for delegated board admin work.

  • Same permissions as an Administrator and has access to everything in BoardPro

  • Can manage Board-only folders without needing to be a Board Member.

  • Retains permissions when switching from Admin.

  • Can assign/manage tasks for others.

Board Member – Mostly read-only, can update their own actions/interests.

  • Primarily read-only access.

  • Can read meeting documents and open Governance Documents (not Board-only).

  • Can update own actions and interests.

  • Useful for external advisors or non-voting participants who need visibility without full editing rights.

  • Assigning this role does not make someone an official Board Member — to grant that status, you must also tick the Board Member box in their profile.

Senior Executive – Can manage meetings and upload docs, but can’t add people or change settings.

  • Can create/edit meetings, agendas, and documents.

  • Can add documents to Governance Documents (except Board-only folders).

  • Cannot add people or update organisation settings.

  • Can update own actions and interests.

  • Ideal for executives who manage their areas but shouldn’t have admin access.


The Account Owner Explained

Account Owner – Responsible for subscription management and billing contact; must have an Admin-level role

  1. Marked with an Account Owner tag in the People List.

  2. Must be an Administrator, Chair, or Board Secretary (does not need to be a Board Member).

  3. If billing details need changing, support will assist (via chat or email).

  4. To transfer ownership: (Can only be transferred by the current Account Owner, if they have left the organisation please contact Via live chat or support@boardpro.com)

    1. Go to People in the left navigation.

    2. Select the person you wish to make Account Owner.

    3. Click the three dots (…) and choose Make Account Owner.

    4. Type Transfer in the confirmation box, then click Transfer.


Designating Board or Committee Members and Granting Read-Only Access

BoardPro allows you to assign board or committee roles, as well as how to provide appropriate access for external users.

Marking Someone as a Board or Committee Member

The Board Member tick box is used to make someone an official member of your board or committee in BoardPro.

  • When selected, the person will have voting rights in the product and will appear as a Board or Committee Member in meeting documents, packs, and records.

  • You can tick this box to confirm their membership, then assign the relevant access level (e.g. Chair, Administrator, Board Member, etc.) depending on the permissions they need.

Giving Auditors Read-Only Access

  • Auditors often need read-only access to all board documents and meetings.

  • Assign the Board Member access level, but do not tick the Board Member box in their profile.

  • This provides read-only access without the ability to edit documents, actions, or settings

  • Note: Use this approach only for external auditors or similar roles who need full visibility without edit permissions.


Restrictions in BoardPro

Some areas of BoardPro are restricted to specific roles. These restrictions determine who can view or edit certain parts of the platform.

Settings

  • Only Chair, Administrator, and Board Secretary can update organisation-level settings.

  • Other roles cannot make changes to system-wide settings.

Meetings

  • Only Chair, Administrator, Board Secretary, and Senior Executive can create or edit agendas and minutes.

  • Board Members and Executives/Guests can view meetings they are invited to but cannot edit.

Documents

  • Board-only folders are restricted to Chair, Board Secretary, and Board Members.

  • Administrators can restrict folders to “Board-only,” but cannot view or add documents in these folders unless they are also a Board Member.

  • Senior Executives and Executives/Guests can only access non-Board-only documents.

Actions

  • Everyone can update their own assigned actions.

  • Chair, Administrator, and Board Secretary can update actions for all users.

Interests

  • Everyone can update their own interests, except Executives/Guests.

  • Chair, Administrator, and Board Secretary can update interests for all users.

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