Board only folders restrict access to documents so they are visible only to board members, while still allowing you to reference those documents in meetings and agendas.
Board only folders help you:
Store sensitive governance documents securely
Maintain confidentiality while referencing documents in meetings
Control access at the folder level (instead of setting permissions per document)
Who can create and manage board only folders?
Important: Only users with Chair or Board Secretary access can create and manage board only folders.
Administrators must also be a Board Member to create or access these folders.
You cannot restrict a folder to only some board members.
How board only folders behave
Important: Permissions apply to the folder and everything inside it.
Files in a board only folder cannot be attached directly to agenda items
Subfolders automatically inherit restrictions
Restricted documents can be linked in agenda descriptions or meeting notes
Unauthorised users see a permissions error if they try to open restricted links
Board Secretaries can access restricted folders even if the Board Member role is not selected
💡 Tip: Share links to restricted documents carefully to maintain confidentiality.
Create a board only folder
Open Documents from the left menu
Select Governance Documents
Click Add new folder
Enter a folder name
Tick Board only
Click Add folder
A lock icon appears beside the folder name to show it is restricted.
Restrict an existing folder
Select the three dots beside the folder
Click Restrict
Un-restrict a board only folder
To remove restrictions:
Select the folder’s three dots menu
Click Un-Restrict folder
FAQs
Can I restrict a folder to only some board members?
No. All board members with access to Governance Documents can access board only folders.
Why can’t I attach a file from a board only folder to an agenda item?
Attachments are visible more broadly. Linking protects the document while maintaining access control.
Why can a Board Secretary still see restricted folders?
The Board Secretary role includes governance access by default.
Related articles