Learn how admins add users, assign roles, and fine‑tune permissions in BoardOnTrack — plus configure board/meeting settings and the Public Portal. Select the video below for a walk-through.

What you’ll accomplish:

• Verify who has admin rights and open the Admin tab
• Add or invite users and assign roles
• Grant/adjust permissions (incl. special powers and meeting overrides)
• Deactivate/reactivate or re‑invite users (incl. handling expired invites)
• Configure Board/Organization and Meeting settings
• Complete Open Meeting Law & Transparency questionnaires to enable governance alerts
• Set up and publish your Public Portal (dashboard, next agenda, public packets, documents, Meet the Board)
  
  

Add a new user (invite by email):

• Open Admin: From the top navigation, select Admin (gear icon) → Users.
• Invite user: Click Invite user (or New user).
• Enter details: Provide the user’s First name, Last name, and Email.
• Assign role: Pick a Role. Roles set sensible defaults you can adjust.
• Adjust permissions. Click Permissions/Access to granularly enable/disable module rights.
• Send invite: Click Save & Send Invite. The user will receive an email with instructions on how to set a password or proceed with signing in.
• Verify: You’ll see the user listed with their Role and Status (Invited/Active).

Maintenance tips

• Re‑invite users who haven’t accepted yet (you may see Invite expired in red after 7 days; re‑invite with one click).
• Deactivate users who depart; Reactivate if they return.

Change a user’s role or permissions:

Roles are sensible presets; you can then adjust with granular permissions.

• Go to Admin → Users.
• Search or filter to find the user. Click their Name to open the profile.
• Under Role, select the new role; or open Permissions/Access to toggle specific rights.
• Click Save. Changes take effect immediately

Common roles

• Organization Admin — full administrative control (users, settings, billing, all modules)
• Board Admin — manages board modules (agendas/minutes, meetings, documents, committees)
• Board Member — participates in meetings; limited edit rights
• Staff/Observer — view‑only or limited contributions

Special permissions (grant per user as needed)

• Admin access — opens the Admin tab for the user
• CEO evaluations / Board assessments coordinator — can launch/manage these assessments
• Post public documents — allows adding/maintaining documents in the Public Portal folder

Feature access (left side of the permission editor)

• Set Standard, View only, or No access for each feature/module
  
  
   

Role definitions:

Your exact role names may vary slightly. Use these as a reference when deciding access levels.

• Organization Admin: Full administrative control (manage users, roles, billing, settings, and all modules).
• Board Admin: Manage board‑related modules (agendas, minutes, meetings, documents, committees) and board membership; limited org‑wide settings.
• Board Member: Participate in meetings, view and collaborate on agendas/minutes, access documents and assigned committees.
• Staff/Observer: Read‑only or limited edit rights in select modules; cannot change admin settings or other users.

Meeting permissions & action overrides:

• Standard meeting access: If you created a meeting, you can edit its notice, agenda, and minutes anytime. If not, you cannot edit by default.
• Action overrides: Grant select users the ability to edit any meeting/agenda/minutes regardless of creator.

• You can also grant only Edit agenda or Edit minutes if full override isn’t appropriate.

   

Configure Board/Organization setting:

Admin → Configure board settings

• Name, Logo, Background image — adjust branding; if file parameters are tricky, use the in‑app chat to get help.
• Super user — primary platform manager; Champion — partner for strategic goals.
• Choose Board of Directors vs Trustees; set the title at the top of your org chart.
• School website URL — clicking the dashboard logo becomes a shortcut to your site.
• Time zone and Fiscal year start — verify for correct scheduling and reporting.
• Billing contact — ensure renewal communications reach the right person.

Configure Meeting settings:

Admin → Configure meeting settings

• Show logo on agendas/minutes (single logo supported).
• Include Ex officio in attendance; optionally disable attendance or remote RSVPs.
• Sign agendas/minutes — enable system‑wide and grant user‑level permission where needed.
• Name format in minutes — choose your preferred style.
• Defaults: Add a Meeting notice header and Footer (e.g., mission statement at top; legal text at bottom).

• Agenda fields: Purpose, Presenter, Time are optional; deactivate globally if unused (you can still tweak per‑agenda from the Meetings tab).

   

Complete these questionnaires to enable:

• Automatic governance alerts (e.g., posting deadlines for meeting notices)

• A unique process page per meeting with all due dates needed to stay compliant

  Pro tip: Fill these out early so the platform can guide compliance as you build the year’s calendar.

   

Public Portal settings:

Enable the Public Portal (nothing becomes public until you post links).

• Public documents: Only the Public Portal folder is public; organize archived meeting info, public policies, charter/bylaws, etc., inside it.
• Meet the Board: Enable; members add headshot, bio, and a public email in their profile (kept separate from private user email).
• Profile essentials: Ask everyone to review profile → notification settings, skills/demographics surveys, calendar integrations.
• Portal language block: Add instructions, contact details, or links (e.g., public‑comment form).
• Dashboard listings: Optionally list public meeting notices, committee meetings, and next agenda on the portal dashboard.
• Public packets: Enable to allow publishing full packets (or agenda‑only) per meeting; nothing is auto‑published.

Preview & publish

1. Preview live to confirm look/feel.
2. Copy the Dashboard link to your website (button or menu link).
3. California (Brown Act): Also post the Next Agenda link and ensure it’s reachable within one click from entering your site.
4. Other states: Dashboard link is generally sufficient.

Troubleshooting:

• Can’t see Admin: You lack admin rights; ask an Org Admin.
• Invite not received: Check spam, wait ~10 minutes, or Resend invite.
• Invite expired (7 days): Re‑invite from the user’s row.
• Permission denied in a module: Edit the user → Change permissions to grant the needed capability.
• Offboarding: Deactivate (retain record) or Remove; transfer ownership of documents/agendas as needed.

FAQs:

Roles vs Permissions? Roles are presets; permissions are granular overrides. Start with a role, then adjust.
Who can make an Admin? An Organization Admin (or a role with Manage users & permissions).
Will a role change affect committees? Review committee assignments after role changes.
Why least privilege? Reduces risk and keeps governance clean.

Updated September 26, 2025 14:38