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Permissions

Workspace permissions are created automatically when a user is added to a meeting within a workspace, or manually in the Manage workspaces page. Users who are a member, admin or owner of a workspace can add meetings to a workspace - guests cannot add meetings to a workspace.

When a workspace is created, the creator becomes the first owner-level user. They can assign access to other users (including other owner-level users).

Meeting permissions are defined by assigning Access levels to users for each series added to a workspace, and/or each meeting added to a series. Permissions can only be modified by a user with admin level access to a meeting. It is not possible for a workspace admin or owner to view or update meetings within a workspace unless they have been invited to a meeting by a meeting admin.

When a series is created, the creator becomes the first admin-level user. They can assign access to other users (including other admin-level users).

When access levels are added to the series, these become the default access levels for each meeting created in the series. The access levels can be overridden for each meeting when they are created, or at a later time.

When a meeting is modified for the first time (i.e. attendees or permissions are changed, the agenda is updated, minutes or action items are added), the permissions are copied from the series to the meeting. This means that any future changes made to the permissions of the series are not automatically applied to each meeting. In this case, each meeting will need to be updated separately.

Conversely, this also means, if you add permissions for a user to a meeting, these permissions will not automatically flow up to the series or across to other meetings, and therefore won’t apply to any other meetings created in the series.

When access levels are added for a person with a level other than None, they will be sent an email and an in-app notification (via their MinuteMe Notification Centre). If they are new to the workspace, they will be required to accept an invitation to join the workspace if their email address is not part of the trusted email domains for the workspace. Once the user has joined the workspace they will be able to view the associated series/meeting. The person who added their access will receive a message in their Notification Centre with the outcome (acceptance or rejection) taken by the user.


Series permissions


How to set the access levels

Series access levels can only be updated by a user with admin access to the series.

Series access levels are updated in the Edit series window accessed via the meeting details page. Access this window by:

  • choosing Edit this series from the action menumenu iconnext to the series title in the left sidebar; or
  • choosing Edit meeting series from the action menumenu icon next to the meeting name in the right panel; or
  • choosing Edit users for this series from the update users avataradd iconnext to the list of attendees.

Access level


What does each access level mean?

None
The user will be added to each new meeting in the series with access level None. Refer to the meeting permissions section on None access.

Permissions information:
Permission changes (adds, updates, deletes) will only apply to meetings in the series that have not yet been modified.

Read
This user will be added to each new meeting in the series with access level Read. Refer to the meeting permissions section on Read access.

Permissions information:
Permission changes (adds, updates, deletes) will only apply to meetings in the series that have not yet been modified.

Write
This user will be added to each new meeting in the series with access level Write. Refer to the meeting permissions section on Write access.

Permissions information:
Permission changes (adds, updates, deletes) will only apply to meetings in the series that have not yet been modified.

This user can also modify the agenda template.

You may use this option:

  • if you have a person you trust to update the agenda template but not to change the repeating schedule of the series or the permissions.

Admin
This user will be added to each new meeting in the series with access level Admin. Refer to the meeting permissions section on Admin access.

Permissions information:
Permission changes (adds, updates, deletes) will only apply to meetings in the series that have not yet been modified.

The user can do everything Read/Write can. They can also edit the series settings which includes the ability to:

  • change the title
  • change whether or not each meeting automatically includes an agenda item to review the previous action items for review
  • change the schedule
  • change the regular attendees
  • change the access levels for the series, which then become the default permissions for each meeting created in the series
  • archive the series, and pull the series from the archive; and
  • create ad-hoc/non-regularly scheduled meetings in the series

You may use this option:

  • for someone you trust to be able to make changes to the meeting’s repeating schedule and permissions.
Tip: We always recommend assigning at least a second person with Admin access level to be able to perform admin-level duties in your absence.

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Meeting permissions


Meeting permissions are defaulted from the permissions added to the series. In addition, it’s possible to give a user access to one or more individual meetings in the series.


How to set the Access Levels

Meeting access levels can only be updated by a user with Admin access to the meeting.

Meeting access levels are updated in the Edit meeting window accessed via the meeting details page. Access this window by:

  • choosing Edit this meeting from the action menumenu icon next to the meeting name in the right panel; or
  • choosing Edit users for this meeting from the update users avataradd iconnext to the list of attendees.

Access level

Tip: If a user is not visible in this screen, they have no visibility of, and no access to, any of the information about this meeting. This means they will not be able to search for it nor access it via any link to MinuteMe, even if an email is forwarded from a user that does have access to the meeting.

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What does each Access Level mean?

None
The user has no access to the meeting via MinuteMe. The user may be added as a person who attends the meeting so they can have action items recorded against them. They are also available to be selected as recipients of the agenda email (if they attend the meeting) and minutes email (whether they attend or not).

You may use this option:

  • if you have people attending the meeting, and you want to assign action items / attendance to them, but don’t want them to see the details in MinuteMe.
  • if you have someone who would like to receive the minutes via email, and not via logging into MinuteMe.
  • if you are using something like Microsoft Teams / Office365 Groups and wish to send minutes emails to the team.
Tip: If you wish to send minutes to a team mailbox, such as Microsoft Teams / Office 365 Groups you will need to make sure your Microsoft Team allows people outside the organization to email the group.



Read
The user can view minutes, action items, documents, preview minutes. Can download documents. Can add comments to action items assigned to themselves. Add private notes. These users will receive the daily meeting preparation email (if subscribed). These users are available to be selected as recipients of the agenda email (if they are an attendee) and minutes emails (whether they are an attendee or not).

Tip: The user can add comments to an action item that is assigned to them, however they cannot delete any comments.

You may use this option:

  • if you have people attending the meeting, however don’t wish them to be able to update any details.
  • if you have a manager, for example, who does not attend the meeting but wishes to view the minutes and action items.
  • if you have a person who wishes to use MinuteMe for viewing (but not updating) their assigned action items from the meeting.

Write
The user can do everything Read can do, plus: can modify the minutes (including adding and deleting topics), add/remove action items, complete/uncomplete action items, add/remove documents, send agenda, preview minutes, complete the meeting and send minutes, add/remove comments on action items and documents.

You may use this option:

  • if you have a person you trust to update the agenda topics, update action items, minutes, documents etc, but not to reschedule the meeting or update the permissions.

Admin
The user can do everything Read/Write can. They can also edit the meeting settings which includes the ability to:

  • change the title
  • change whether the agenda includes an item to review action items from previous meetings
  • change the date/time of the meeting
  • change the attendees
  • change the access levels for this meeting; and
  • archive the meeting, and pull the meeting from the archive

Being assigned Admin access level to the meeting, has no bearing on the user’s access level to the series.

You may use this option:

  • for someone you trust to be able to make changes to the meeting schedule and permissions.
Tip: We always recommend assigning at least a second person with Admin access level to be able to perform admin-level duties in your absence.


Workspace permissions


How to set the access levels

When a meeting admin adds a user to a series or meeting with an access level other than none, and the user is not already part of the workspace, they are automatically added to the workspace. Their initial access level is determined by their email domain. If their email domain is:

  • part of the trusted email domains for the workspace, they get added as a member and are not required to accept the new workspace.

  • not part of the trusted email domains for the workspace, they will be invited as a guest and are required to accept an invitation to join the workspace.

Separately, workspace members can be added/updated/removed by a workspace owner or admin using the Workspace detail page accessed via the Manage workspaces dashboard:

  • Adding a user directly to a workspace does not give them access to any meetings within the workspace. They must be invited to a meeting by a meeting admin.
  • Removing a user from a workspace will remove their access to all meetings they have been added to by meeting admins in the workspace.

Workspace access levels can only be changed by a user with owner or admin access to the workspace. Workspace access levels are updated in the team members section of the workspace detail page.


What does each access level mean?

Guest
The user can view or update meetings in the workspace, depending on the access level assigned to each meeting by the meeting admin(s).

The user cannot view the members in the workspace.

The user cannot add meetings to the workspace.

Member
The user can view or update meetings in the workspace, depending on the access level assigned to each meeting by the meeting admin(s).

The user can view the list of members in the workspace, via the Manage workspaces page.

The user can add meetings to the workspace.

Admin
The user can view or update meetings in the workspace, depending on the access level assigned to each meeting by the meeting admin(s).

The user can view the list of members in the workspace, as well as add and remove members and guests. They can change guests to become members.

The user can add meetings to the workspace.

Owner
The user can view or update meetings in the workspace, depending on the access level assigned to each meeting by the meeting admin(s).

The user can add/remove/update any level of users in the workspace.

The user can add meetings to the workspace.

The user can view and change the trusted email domains for the workspace.

The user can view and change the workspace plan, billing details and invoices.

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