What to Expect in This Article
In this article, you’ll learn about the different user roles in Boardwise and the permissions and responsibilities associated with each role.
Different Roles in Boardwise
1. Planner
Planners are our power users with comprehensive access rights and should be highly familiar with all functions. Because they are responsible for all meeting-related topics, they also play a particularly important role from a security perspective.
Tasks and Access in Boardwise: Planners are responsible for the preparation, execution, follow-up, and management of meetings. They have access to the following features, provided these are activated:
Dashboard
Meetings
All Meetings
Personal
My Topics (TOPs)
My Decisions
My Tasks
My Approvals
Organization
All Topics
All Tasks
All Decisions
Apps
Circular Resolutions
Configuration
Meeting Templates
Settings
Delegations
Typical Users: This role is usually assigned to executive assistant teams; in rare cases, meeting members themselves may also act as planners.
Access Assignment by Customer IT: Planner roles are managed by the Entra ID administrator by assigning users to the appropriate Entra ID group.
2. Submitters / Default Users
Topic submitters have limited access.
Tasks and Access in Boardwise: Submitters can submit topics for approved meetings and track the processing status transparently. Unless they act as delegates or proxies for colleagues, they can only access topics they submitted themselves or where they are listed as participants. They can also view decisions, protocol excerpts, and to-dos assigned to them. If enabled, submitters have access to the following:
Dashboard
My Topics
My Decisions
My Tasks
My Approvals
Circular Resolutions
Delegations
Typical Users: Any user with a Microsoft/organization account is authorized by Boardwise to submit topics and upload files. To restrict who can submit topics, users must be members of the designated group.
Access Assignment by Customer IT: There are two management options for standard users, both administered via Entra ID:
Allow all authenticated users from the Entra ID tenant
Allow only specific groups of authenticated users from the Entra ID tenant
3. Meeting Members (Board)
Members are permanent participants in meetings and have limited access. They are the primary audience for meetings, approve decisions, and sign off on protocol content.
Tasks and Access in Boardwise: Members approve topics for the agenda when requested, access upcoming meeting dates including agendas and SharePoint document folders via their dashboard, and view all topics, decisions, and to-dos from all meetings. They can also participate in circular resolutions. If enabled, they see the following:
Dashboard
My Topics
My Approvals
Circular Resolutions
Tasks
Decisions
Delegations
Typical Users: Depending on the meeting type, members are usually executive or board-level leaders.
Access Assignment by Customer IT: Member users are managed through the configuration interface in Boardwise with the “Planner” role. However, they must also be authenticated and authorized as default users via Entra ID SSO.
Additional Contributors: These users are not board members but are required for specific meetings due to their expertise. They have limited access to selected meeting documents and contribute knowledge to certain discussions.
They follow the same conditions as board members regarding tasks, access, typical users, and access assignment by customer IT.
4. Support
Tasks and Access in Boardwise: Support users do not have access to the meeting area but can access the admin section of Boardwise. They can adjust specific administrative settings, which typically require infrequent changes—such as agenda layout configuration, Teams/SharePoint integration, or meeting type/template settings. If activated, support users have access to the following:
Dashboard
My Topics
My Decisions
My Tasks
My Approvals
Circular Resolutions
Delegations
Configuration
Typical Users: Support is generally handled by the customer's IT department.
Access Assignment by Customer IT: Support roles are managed by the Entra ID administrator by assigning users to the appropriate Entra ID group.