Roles are the elements used to determine what people can and cannot do with your board processes 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. 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. Administrators should assign another administrator if they plan to step away, ensuring continuity in access management.
Board Secretary: This person has access to everything in BoardPro. Although not always board members, they are often the ones to whom tasks are delegated. They can add and manage board-only folders without needing to be a Board Member. Transitioning to the Board Secretary role from Administrator does not revoke any functional permissions. Both roles remain equally powerful.
Board Member: Mostly read-only. Can update actions/interests. A person does not need to be an actual Board Member to have this access level. It can be granted to someone who you want to be able to read meeting documents or general/open documents in the Governance Documents area.
Senior Executive: Information restrictions are in place. Can add/edit meetings and documents, and update their actions and interests. Senior Executives can add documents to the Governance Documents area, except Board Only Folders -those are read-only if they are also listed as a Board Member. Cannot add people or update organisational settings.
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 do 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:
Settings of BoardPro itself
Being able to read and edit the agendas and minutes of meetings
Ability to upload and download the Governance Documents repository
Action items -everyone can update their own actions. Administrators, Board Secretary, and Chairs can update everyone's actions.
Interests - Everyone can update their own interests, except for the Executive/Guest. Administrators, Board Secretary, and Chairs can update everyone's interests.
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.
1. Assigning Actions to a Guest User
To assign actions to a guest :
Add the User to the People List: Open your BoardPro dashboard and navigate to the People list.
Set the Role to Executive/Guest: Assign the Executive/Guest access level.
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:
Add the Manager to the People List: Add them to your People list.
Use the Executive/Guest Role: Assign the Executive/Guest access level.
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:
Check their Access Level: Check the People to ensure they have accepted their BoardPro inviation. Login status should state 'Can Login'.
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.