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Roles and Permissions Overview

Learn what each role can and cannot do in BoardPro so that you can give people the correct level of access they need.

Kim Thibault avatar
Written by Kim Thibault
Updated this week

Roles are the elements used to determine what people can and cannot do with your board processes in BoardPro.   

Roles and Permissions in BoardPro

The Roles

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

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

  • Administrator: 90% access to everything in BoardPro. Usually, the product champion and the local, in-house expert. Cannot view or access Board Only folders* (*if the Admin is also a Board Member, they will be able to update Board Only Folders)

  • Board Secretary: This person has access to everything in BoardPro. Although not always board members, they are often the ones tasks are delegated to. They can also manage board-only folders.

  • Board Member: Mostly read-only. Can update actions/interests

  • Senior Executive: Information restrictions are in place. Can add/edit meetings and documents, and update their actions and interests.

  • Executive / Guest: This access level is highly restricted but allows task-level functionality. They appear as attendees on agendas and minutes, but cannot read documents across the BoardPro board account. They can see the People List page and have actions assigned to them. People in this role can update the status of their assigned actions but not have access to the board information, such as the agenda or board pack. This role is ideal for individuals requiring task-related functionality without full system access.

What is restricted?

The restrictions are in four main areas:

  1. Settings of BoardPro itself

  2. Being able to read and edit the agendas and minutes of meetings

  3. Ability to upload and download the Governance Documents repository

  4. Action items -everyone can update their own actions. Administrators, Board Secretary, and Chairs can update everyone's actions.

  5. Interests -everyone can update their own interests except the Executive/Guest. Administrators, Board Secretary, and Chairs can update everyone's interests.
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Access Management Best Practices (Short Checklist)

  • Grant only the minimum access needed (Principle of Least Privilege).

  • Encourage use of Multi-Factor Authentication (MFA).

  • Regularly Audit Roles and Permissions: Review and update permissions periodically to ensure users have access appropriate to their roles
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1. Assigning Actions to a Guest User

To assign actions to a guest :

  1. Add the User to the People List: Open your BoardPro dashboard and navigate to the People list.

  2. Set the Role to Executive/Guest: Assign the Executive/Guest access level.

  3. Assign Actions: Use the action items feature during meetings or other contexts to delegate specific tasks. Guests will be able to update the status of their actions but will not have access to sensitive files or other administrative features.

2. Assigning Actions to a Manager

To assign tasks to a Manager without compromising document restrictions:

  1. Add the Manager to the People List: Add them to your People list.

  2. Use the Executive/Guest Role: Assign the Executive/Guest access level.

  3. Assign Tasks: Delegate tasks using the action feature that ensures they are unable to access documents like the board pack.

3. Enabling Non-Board Members to Update Actions

If a non-board member cannot update their own action:

  1. Check their Access Level: Check the People to ensure they have accepted their BoardPro inviation. Login status should state 'Can Login'.

  2. Grant Login Access: If they do not have access you can grant access which will enable them to log in, view their assigned tasks, and update the action status accordingly.

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