Roles in BoardPro define permissions — from full 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, but can’t see Board-only documents unless also a Board Member
Admin – Nearly full access, but can’t see Board-only documents unless also a Board Member
90% access to everything.
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
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 and has 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.
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 contact 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.
If the "Board Member" checkbox is left unticked, the individual will not have voting rights nor appear in quorum counts. This setting is useful for assigning resources and roles to advisors, consultants, or other non-voting contributors.
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 full visibility without edit permissions.
To grant read-only access to meeting documents and board packs for external users, follow these steps:
Add the individual to the People List.
Assign them the "Board Member" access level.
Ensure the "Board Member" checkbox is unticked in their profile to prevent voting rights and quorum inclusion. This process ensures full visibility of past and current board materials while restricting editing and voting permissions. For non-voting participants, such as consultants or temporary contributors:
Assign "Board Member" as their access level.
Leave the "Board Member" checkbox unticked to ensure participation is limited to read-only access without voting rights or quorum inclusion. For associate directors needing full document access without voting rights:
Assign them "Board Member" access and ensure the "Board Member" checkbox is unticked to exclude voting privileges and quorum participation. This ensures they can fully engage with board materials without participating in decisions or votes.
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 make changes to system-wide settings.
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 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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