Roles in BoardPro define permissions — from complete control for chairs and admins to restricted access for guests — ensuring the right balance between visibility and security.
Access Roles
Select from six typical board-related roles built into BoardPro:
Chair: Full access to everything in BoardPro. No restrictions, can do anything.
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
Admin – Nearly full access
90% access to everything.
Administrators can create and manage a Board Member Folder in the Governance Documents, but only if 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.
Board Secretary – Full access like Admin, but designed for delegated board admin work.
Same permissions as an Administrator, with 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.
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.
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.
Guest / Exec - Limited, read-only access for executives or external stakeholders who need visibility without full board member permissions
Guest / Exec - Limited, read-only access for executives or external stakeholders who need visibility without full board member permissions
View board and committee packs they’ve been given access to, shared via the Share board pack option on the meeting home page
Read documents, agendas, and papers (read-only)
No ability to upload, edit, or delete content
Cannot create or comment on agenda items
Cannot access administration or board settings
Ideal for executives, advisors, or observers who need oversight but not participation
The Account Owner Explained
Account Owner – Responsible for subscription management and billing contact; must have an Admin-level role.
Account Owner – Responsible for subscription management and billing contact; must have an Admin-level role.
Marked with an Account Owner tag in the People List.
Must be an Administrator, Chair, or Board Secretary (does not need to be a Board Member).
If billing details need changing, support will be able to help (via chat or email).
To transfer ownership: (Can only be transferred by the current Account Owner. If they have left the organisation, please get in touch with the CS team via live chat or support@boardpro.com)
Go to People in the left navigation.
Select the person you want to make Account Owner.
Click the three dots (…) and choose Make Account Owner.
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 and provide appropriate access for external users.
Marking Someone as a Board or Committee Member
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
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 read-only visibility without edit permissions. To set up read-only auditor access:
Add the auditor to your People list in BoardPro.
Navigate to their user profile and ensure the ‘Board Member’ checkbox is unticked.
Assign the ‘Board Member’ access level to the auditor. This ensures they have access to all meeting documents and minutes without editing rights or listed attendance.
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
Settings
Only Chair, Administrator, and Board Secretary can update organisation-level settings.
Other roles cannot modify system-wide settings.
Level One Access Permissions
Level One Access Permissions
Only users with Level One roles, such as Chair or Board Secretary, can modify other Level One roles.
These permissions are critical for maintaining governance structure and should only be assigned to individuals with significant responsibilities
Meetings
Meetings
Only the 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
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
Actions
Everyone can update their own assigned actions.
Chair, Administrator, and Board Secretary can update actions for all users.
Interests
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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