In this article, you'll learn how to:
- Add users
- Set or change users' permissions
- Check the status of users' invites
- Reset a user's password
- Disable users
Add users
First, go to the Admin page by clicking on Admin in the right-hand sidebar.
Once on the Admin page, click Add/remove people or change their permissions
To add a person, click Add User.
You'll be prompted to enter the new user's email address.
Note: If you enter an email address that's already in use by someone on your team, BoardOnTrack will alert you that the address is already in use.
Be sure to double-check that you've done so correctly. If you notice an error, click Back to correct it.
You'll then be prompted to complete their basic information
Each item that shows a red asterisk is required.
- Enter their first and last names
- Select the user's Role
- Enter their job title if applicable (this one is not required)
- Check the "Voting Member" box if the user is a voting member of the board.
- Check the "Ex Officio" box, if the user is an ex officio member of the board.
An ex officio member is a member of a body (a board, committee, council, etc.) who is part of it by virtue of holding another office. This position will be defined in your organization's bylaws. - By default, the box to Send an invitation will be checked. If you don't want to send an email inviting them to log in to their new account immediately, uncheck that box.
To finish adding your new user, click Add.
As long as you kept the box checked to send an invitation, an email will be sent to the user asking them to log in to BoardOnTrack to get started. Note: The invite expires after 7 days.
Once they click on the link in the email, each new user is asked to set up their password and to accept the terms and conditions of using BoardOnTrack membership.
Note: If you have any questions about a person's voting rights and role on the board check with your board chair.
Set or change users' permissions
When a new user is added, recommended permissions are automatically set for the user based on their role.
And, you can review and change a user's permissions at any time.
First, go to the Admin page by clicking on Admin in the right-hand sidebar.
Once on the Admin page, click Add/remove people or change their permissions
Once on this page, click the dropdown menu beside the user whose permissions you'd like to change. Then, click Edit. (You'll note that the same steps will get you to the Deactivate option.)
Once on a user's detailed profile page, you can edit their permissions and more
To edit their role, click Change Role in the right-hand sidebar.
Or, to edit their permission settings, click Change Permissions. You might want to change someone's permissions in order to:
- Make someone your BoardOnTrack admin, CEO Evaluation coordinator, Board Assessment coordinator. (Note that not all memberships include the CEO evaluation and Board Assessment.)
- Allow someone to post public documents to your Public Portal if your organization uses the BoardOnTrack Public Portal.
- Set special permissions
BoardOnTrack has standard permission settings to match each role. By clicking the dropdown menu under Security Policy, and selecting different roles, you can see how the permission settings automatically change. You can then manually override any of the standard settings.
Feature Access allows you to select how much access to BoardOnTrack features you wish users to have.
- Standard provides the user with the normal access to the feature.
- No Access does not allow them any access to the feature.
- View Only lets them access it but they can only view the feature.
Action Overrides
This allows you to select special privileges for users. For example, an administrative assistant often needs to be able to edit any meetings, agendas and minutes.
Just check the box for the extra privileges you wish to provide.
Note: We recommend that you only provide these permissions where necessary.
Finally, on a user's detail page, you can also edit all of the following biographical information, if you'd like:
- First, middle, or last name
- Email address or alternative email address
- Bio
- LinkedIn profile URL
- Home address, city, state, or zip
- Home, work, or cell phone
- Signature (for use in electronically signing meeting minutes)
Check the status of users' invites
After inviting the user you can check their status from the main users administration area
- If the user has previously set up their account and logged in, the "Last Login" column will show when they last logged in.
- If a user did not set up their account within 7 days of receiving the invite, their invite will expire and is shown. You can resend the invitation by clicking "Send Invitation"
- If a user has been sent an invite to set up their account but have not set it up yet, they will show as "Invite Pending". If the user can't find their invite you can resend it by clicking "Send Invitation".
Reset a user's password
Any user can reset their own password. You cannot reset a user's password for them.
To reset your own password, visit the login page and click on "Forgot password?"
You'll be asked to enter your email address. Password reset instructions will then be emailed to you.
Disabling users
To prevent a user from accessing your membership, you can disable that person.
From the Admin page, click Add/remove people or change their permissions.
Click the dropdown menu arrow beside the name of the person you'd like to disable. And select deactivate.
Deactivate suspends the user's access. The user can still be sent invites, and have items shared with them. You can re-enable them at a later date. Note: You can show disabled users by selecting the "Disabled" filter to show them.
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