People & Permissions

Inviting People

1. Go to Admin, then the People tab, and click Invite New Person.
2. Enter the person's name, title, role (Administrator or Member), and email address.
3. For members, choose their access on each board and committee from the dropdowns. Typing a title such as Board Member, Clerk, or Department Head fills in suggested access you can adjust.
4. Click Send Invite. They receive an email with a single-use link, and the link is also copied for you.
5. The person appears as pending until they accept.

If someone reports not receiving the invitation, check their spam folder and resend from the same screen.

Roles And Board Access

Every person is either an Administrator or a Member of the organization.

• Administrator — full access to every board and committee, organization settings, people, and the public portal.
• Member — sees and does only what their access on each board or committee allows.

For members, access is set separately for each board and committee:

• No access — the board is public-level only for this person.
• Viewer — can see drafts, members-only meetings, internal notes, and board-only documents.
• Editor — can also build agendas and manage documents and minutes.
• Moderator — can also run meetings and record votes.

Click a person's name, or the Access button on their row, to change their role, title, or board access. Each row shows a one-line summary of their access. Changes take effect immediately.

Main Board And Committees

Every organization has one named main board, such as Board of Education, Council, or Board of Directors. Committees sit underneath it in Boards And Committees. The main board can be renamed but not removed.

Each committee is its own space: a person with access only to a committee never sees the main board's internal material, and main board access does not open a committee. Set who can see each board and committee per person under People → Access.

The Public switch on each board or committee is on (to the right) when its published meetings appear on the public site; off and greyed means private.

A roster determines who appears on the public board members page and in what order — administrators can reorder the roster manually.

Presenters

Open Administration, then People, and scroll below the member list to Presenters. Add frequent staff or guests here for agenda selection and attendance without inviting them to a sign-in account.

Each presenter entry can be flagged for:

• Selection as a responsible person on agenda items.
• Add to attendance roll call — include this person in the standing roll call.

Titles stored on presenter entries can be appended automatically to agenda items when the organization enables presenter titles in Document Settings. To add someone to just one meeting's roll call, use Add Person on that meeting's Attendance tab instead.

Removing Access

People are never permanently deleted. To take someone off the People list, click Archive on their row, enter a reason, and confirm. They are locked out immediately and their full history stays on record. An administrator can bring them back with Unlock & Restore.

To limit someone without archiving them, open Access on their row and set individual boards or committees to No access.

Archiving People After Elections

When a board member's term ends, open Administration, then People, and click Archive on their row. Enter a reason (for example, "Term ended – 2026 election"), type ARCHIVE to confirm, and click Archive and Lock Out. The window shows your name and the current date and time.

Archived people are locked out right away: they cannot open this organization's workspace, and if it is their only organization they see a message at sign-in telling them their access was archived. Their board access is suspended, not deleted, and their board roster entry is marked inactive so they leave the public roster.

Archived people move to the Archived People section at the bottom of the People tab, showing when, by whom, and why. Only an administrator can click Unlock & Restore, which returns their previous role and board access. You cannot archive yourself or the last administrator.

Every archive and restore is recorded in Security & Audit under Permission Changes. Past votes, motions, attendance, sign-in history, and document activity stay attributed to the person permanently.