Create and manage custom roles

Table of contents

• 1. Introduction: Standard roles vs. Custom roles
• 2. Enable and disable custom roles
• 3. Create a new custom role
• 4. Edit permissions and settings in a role
• 5. Assign roles to users
• 6. Delete a role

1. Introduction: Standard roles vs. Custom roles

Boardeaser’s permission management is based on roles with viewing and editing permissions for different features.

Standard roles

The system has ready-made standard roles for both levels of the system:

• Organisation roles: Administrator, Observer, Limited, Financial Manager, Contract Manager and board roles (Chairman, Board Member, Auditor, CEO, etc.).
• Client Manager roles: Super administrator, Administrator and Limited.

Custom roles

When you enable Custom roles, you can customise permissions in detail. You can then create entirely new roles and edit existing standard roles.

Custom roles can be used in three places:

1. In an individual organisation: Control what users are allowed to do in the individual boardroom.
2. In Client Manager (Client Manager roles): Control what the firm’s administrators are allowed to do in the Client Manager tool itself.
3. In Client Manager (Organisation roles): Control what the firm’s administrators are allowed to do when working in their clients’ organisations.

Before you begin – Important to know:

• Required permission: To enable and manage custom roles in an organisation, you must have the Administrator role in the relevant organisation.
• About Client Manager: Client Manager is an add-on tool for managing multiple companies centrally. Not all users or organisations have a Client Manager linked to them. If your organisation does not have Client Manager, you manage custom roles directly inside the organisation’s boardroom under Administration > Users.

2. Enable and disable custom roles

Before you can create your own roles, the feature must be enabled for the relevant level:

A. For an individual organisation

1. Go to Administration > Users in the left-hand menu.
2. Select the Roles tab.
3. Click the Enable custom roles button (and confirm in the next step).

B. For Client Manager (CM roles or Organisation roles)

1. Go to Administration > Administrators in the left-hand menu in Client Manager.
2. Select the Client Manager roles or Organisation roles tab.
3. Click the Enable custom roles button (and confirm in the next step).

How to disable custom roles:
When you click Enable custom roles, the option is replaced by the Disable custom roles button. Click it to disable the feature.

Note: When disabled, all created custom roles will be removed and permanently deleted.

3. Create a new custom role

1. Go to the roles view (Administration > Users/Administrators tab for roles).
2. Click the Create role button (or Create Client Manager role / Create Organisation role).
3. Enter a title and a description of the role.
4. Click Save. You can now configure permissions and settings for the role.

4. Edit permissions and settings in a role

Click the title of the role you want to change, or click the three-dot icon (···) next to the role and select Edit.

Note: The Administrator role always has full permissions and cannot be edited.

In edit mode, you can configure the following three tabs:

1. Permissions

• Viewing permissions: Allows the user to view the content within the selected area. Viewing permission for a main area (e.g. Meetings) also gives viewing permissions for the corresponding system folder in the document archive.
• Editing permissions: Allows the user to create, edit and delete content within the area.

2. Settings

• Title and description: The name and explanatory text for the role.
• Tags (Hashtags): Create tags such as #finance_manager to automatically replace the tag with the person holding the role in minutes and reports.
• Swedish Companies Registration Office codes & title: Specifies codes for formal roles (e.g. REV for auditor) and names for signatures in the annual report (e.g. “Chair of the Board”).
• Assignments and functions: Tick whether the role should be able to have contracts, be automatically invited to reports or be suggested as the person responsible/auditor for annual reports.

3. Users

Shows which people have been assigned the role. From here, you can also click Assign users to add people directly to the role.

5. Assign roles to users

You can assign a custom role to a user in two ways:

Method A: Via the user’s profile (Recommended)

1. Go to Administration > Users (or Administrators in CM).
2. Click the three-dot icon (···) next to the person and select Edit.
3. Select the new role from the drop-down list and click Save.

Method B: Via the role

1. Go to the Roles tab and click the relevant role.
2. Under the Users tab, click the Assign users button.
3. Select the person from the list and confirm.

6. Delete a role

1. Go to the list of roles.
2. Click the three-dot icon (···) next to the role you want to delete and select Delete.
3. Confirm the deletion.

Important when deleting a role:

• All settings and data linked to the role will be deleted.
• If a user only had the deleted role assigned, the person will automatically be given the Limited role after deletion.
• The standard Administrator role can never be deleted.