Episode 7: Permissions and Control — The Right Access

Not everyone on a board needs to see—or do—everything. Some documents are confidential. Some actions are internal. Some users need to upload files, others only need to read them. In Episode 7, we examine how BoardSpace’s permission system helps you protect privacy, stay compliant, and keep everyone focused on what matters most.

What It Is

BoardSpace includes a flexible, role-based permission system that ensures the right people have the right level of access:

• Grant view-only or edit access by role

• Limit document visibility by board or committee

• Restrict access to draft minutes, confidential documents, or actions

• Control who can edit minutes or delete files

How It Works

BoardSpace uses a role-based permission system. Access is defined by role—not individually—so everyone with the same role sees the same things and can do the same things. Roles Here’s how it plays out:

• Directors can upload documents and view actions, but only the designated recording secretary can organize documents within a meeting agenda.

• Board Admins have full access: they can create and manage tags, delete documents, and manage all actions.

• Staff can view and upload documents.

• Action Items are visible to both the board and staff. Any user can create an action, but only the action lead can update its status. Board Admins can manage all actions.

• Members or Owners (for condos or HOAs) may be included on BoardSpace for read-only access, depending on your setup. They don’t see action items, keeping task follow-up limited to those actually responsible for board operations.

Permissions are automatically inherited based on role assignment. This ensures consistent access control and minimizes errors, especially when onboarding or offboarding users.

Benefits for Users and Organizations

• Protect confidential or sensitive data
• Keep users focused by limiting clutter
• Ensure only the right people make changes
• Simplify onboarding and offboarding

Creative Uses

• Set permissions for external professionals (e.g. legal, audit) so they can access only what’s relevant
• Limit access to sensitive HR discussions without creating a separate platform
• Allow staff to upload prep materials but not edit minutes or assign actions

Pro Tip: You can preview what a user sees—so you’ll always know if the right people have the right access.

Connected Features

Permissions aren’t just about documents—they affect every part of the system:

• Limit who can view or edit agenda items, minutes, or actions
• Control which boards or committees users are assigned to
• Automatically inherit permissions based on role assignment

With BoardSpace, you never have to worry about someone seeing—or changing—something they shouldn’t.

Wrapping Up

Giving people the right tools starts with giving them the right access. BoardSpace permissions help you maintain order, protect privacy, and support transparency—without compromise. It’s control without complexity, and it makes everyone’s job easier.

Stay tuned for Episode 8, where we explore reminders and task tracking—because even the best boards need a gentle nudge now and then.

Hit play and learn how to transform your board’s workflow today.