This guide explains how administrators in an organization can add, edit, and remove users, including role settings. Users can be invited with temporary access and a primary contact can be designated. It also describes how to handle unaccepted invitations, incorrect email addresses, and how it is possible to view previously invited users in the organization.
Introduction and Requirements
To add users permanently or temporarily to the organisation, you need to have the Administrator role. As an Administrator, you can edit user details such as Role and Title, but also set Temporary access and Primary contact for people invited to the organisation.
Name, email, phone, and language are individual settings that can only be changed by the user themselves once they have activated their account.
Guide Contents
- Add Users
- Accept Invitation
- Edit User Settings
- Change Email Address for Another User
- Remove User from Organisation
- Previous Users in an Organisation
Add Users
Log in and go to the organisation where you want to add the user.
First, click "Administration" > "Users" in the left menu, then click the "Add User" button.
Fill in the name and email in the form below the user list; phone number is optional. Ensure that the email address is correct. Furthermore, you can also set the Language, Title and Role for the user. It is also possible to invite users with Temporary access and set whether the person should be a Signatory and/or Primary contact for the organisation.
Role
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Role: Refers to the user's role in the organisation. The role determines the extent of a user's visibility and administrative capabilities within an organisation. There are several standard roles that can be assigned to a person.
- It is possible to assign multiple roles to the same person simultaneously.
- It is also possible to leave the field blank. In this case, the user will be assigned the equivalent of the Restricted role.
- Title: Here you can write a title for the user.
Standard Roles
There are three different levels of standard roles for users:
- Limited: Users with the limited role can only see the material that has been actively shared with them or assigned to them. For example, a user can only see their own to-do tasks and the meetings they have been invited to.
- Observer: An observer has access to see and read all material available to the organisation, but cannot, for example, upload documents or create new meetings.
- Administrator: Administrators have access to all material in the organisation. This level is required to upload documents, create new meetings, and perform other administrative tasks. This is the recommended level for board members.
Custom Roles
If the organisation has enabled custom roles, it is possible to configure custom roles within the organisation.
Note that it is not possible to edit and/or delete the standard Administrator role.
Read more about roles in the guide Standard Roles and Custom Roles
Temporary access
Temporary accounts are automatically removed on a selected date. Set a date when access to the organisation should be removed. To automatically remove the user's access to the organisation on a specific date, tick “Temporary access” and select the date.
Primary contact
Mark as the primary contact if Boardeaser needs to contact you. We recommend that this person be an administrator.
When you have completed the above, click the "Add" button.
To invite more people, click “Invite more users” in the next step. A form for an additional person will then appear.
When you are done, finish by clicking “Send invitations” and invitation emails will be sent to the email address(es) you specified.
Accept Invitation
When a user is invited to an organisation, they receive an invitation email sent to the specified email address. If the user does not have a previous account with that email address, a user account needs to be created. This can be done in the invitation email by clicking "Register at Boardeaser".
If the invited user has an existing account, they can click "Log in to Boardeaser" in the invitation email instead. They can also log in with their user details directly and take part in the organization immediately.
Edit User Settings
First, click "Administration" "Users" in the left menu. Then click the icon with three dots (···) and select "Edit" next to the user to be changed.
From here, you can change users' roles and titles, grant users Temporary access, and set the Primary contact for the organisation.
Note that name and contact details, as well as language and notification settings, are individual settings and can only be changed by the user themselves. This is done by clicking your name in the top-right corner and selecting "My Profile".
Change Email Address for Another User
Note that if the user has accepted the invitation, only that person can change their email address for security reasons. Here is a guide for that:
Unaccepted Invitation or Incorrect Email Address
If the invited user has an icon to the left of their name, it means they have not accepted the invitation or activated their user account.
Unaccepted Invitation
Invited users must click the link in the email, choose a password, and then log in. If they do not complete the registration, you can click the purple icon to the left of the name to resend the invitation email.
Incorrect Email Address
The user may not have accepted the invitation because it was sent to an incorrect email address within the organisation. Ensure the correct email address is included in the invitation. If the email address is wrong, you can either edit it and resend the invitation email or remove and re-add the user. To do this, click the icon with three dots (···) to the right, then select "Edit" or "Remove".
Remove User from Organisation
To remove a user from the organisation, you need to have the administrator role. Start by clicking into the relevant organisation.
Then click "Administration" > "Users" in the left menu.
In this view, click the icon with three dots (···) next to the user you want to remove from the organisation, then select the "Remove" option.
Confirm the removal by clicking "Remove". The user will then be removed from the organisation.
Previous Users in an Organisation
If you want to see who has previously been a user in an organisation, click "Administration" and select "Users" in the left menu. Under the "Precious users" tab, all previous users in the current organisation are listed.