User Roles in eScribe
eScribe provides five key user roles designed to clearly separate responsibilities, reduce role overlap, and simplify user management. The images in the sidebar illustrate the functions and features available to each role based on its assigned permissions.
The most comprehensive access is provided through the Super Administrator and Administrator roles, which are typically responsible for system configuration, governance, and management. The remaining roles are focused on specific responsibilities and are generally assigned in limited combinations with other roles.
Permissions in eScribe are assigned at two levels:
- User-Level Permissions: Determine the overall functions a user can access throughout the system. User-level permissions define the user's primary role and establish their baseline access rights.
- Meeting Template Permissions: Control what actions a user can perform within specific meeting types and workflows. Assigning access is a two-part process: User Role (for example, Meeting Administrator) + Meeting Template Permissions.
Use the table below to assist with assigning permissions to new users.
Permission | Explanation |
Administrator Roles | |
Super Administrator (user level) | When to Assign This Role Assign the Super Administrator role only to users who are responsible for the overall administration and governance of the entire eScribe environment. This role provides full tenant-wide access and is intended for a very limited number of trusted system administrator.
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Administrator (user level +template level) | When to Assign the Role An Administrator has many of the same management capabilities but is typically restricted to the Meeting Types and content assigned to them. This allows organizations to delegate administrative responsibilities while maintaining appropriate access controls.
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Administrator + Visitor Access (user level +template level) | When to Assign This Role This combination is ideal for users who:
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Meeting Administrator Variations | |
| Meeting Administrator | When to Assign This Role Assign the Meeting Administrator role to users who are responsible for managing and administering specific meetings, boards, committees, or councils within eScribe. This role is intended for users who need to create meetings, manage meeting content, coordinate workflows, and oversee meeting-related processes. |
| Meeting Admin + Enable Visitor Access | When to Assign This Role Assign Meeting Administrator + Visitor Access when a user needs to manage specific meetings while also requiring read-only access to meetings, documents, or information outside of their assigned meetings. |
| Meeting Admin + Templates | When to Assign This Role Assign Meeting Administrator + Meeting Template Access when a user is responsible for configuring and maintaining meeting templates, in addition to managing meetings. |
| Meeting Admin + Attendee Group | When to Assign This Role Assign Meeting Administrator + Attendee Groups Access when a user needs to manage meetings and maintain attendee groups used for those meetings. Cannot add, delete or user in eScribe |
| Meeting Admin + Approval Group | When to Assign This Role Assign Meeting Administrator + Approval Groups Access when a user needs to manage meetings and oversee agenda item review and approval workflows. |
Non-Administrator Roles | |
| Contributor | When to Assign This Role Assign the Contributor role to users who are responsible for creating, submitting, reviewing, or approving meeting content, but do not need to administer meetings or manage system settings. The Contributor role is designed for report writers, department staff, and approvers who participate in the agenda preparation process Allows the user to create and edit Documents (Reports)
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| Contributor + Task Manager | When to Assign This Role Assign Contributor + Task Manager Access when a user needs to submit agenda content and documents while also managing tasks within eScribe |
| Participant | When to Assign This Role Assign the Participant role to users who need to access meeting materials and actively participate in meetings but do not need to create content or manage meetings. This role is commonly assigned to elected officials, board members, committee members, and other meeting attendees.
Optionally if enabled: Requesting to Speak, Voting and Annotations |
| Visitor | When to Assign This Role The Visitor role is a read-only role designed for users who need to view meeting information but do not need to create, edit, approve, or manage content within eScribe. Visitors can access information that has been made available to them but cannot make changes to records or participate in administrative workflows. |
| Contributor + Participant | When to Assign This Role Contributor + Participant is the ideal combination for users who both create content and participate in meetings. Assign this combination when a user needs to:
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| Contributor +Visitor | When to Assign This Role Contributor + Visitor is a good fit for users who need to create and manage documents while also having access to meeting content that has been published for visitor viewing. This combination is commonly used for staff who prepare reports but are not formal meeting members or participants Assign this combination when a user needs to:
Stay informed about meeting outcomes without participating in meeting proceedings. |
Contributor+ Participant + Visitor | When to Assign This Role Contributor + Visitor + Participant is the most flexible non-administrator combination. It is designed for users who need to create and manage meeting content, participate in meetings, and access meeting information available through Visitor access. This combination allows a user to work across both the content creation and meeting participation processes |
| Task Manager | No longer a standalone account. It is an additional access permission that can be assigned to users such as Contributors or Meeting Administrators when they need to manage tasks (action items) within eScribe. Super Administrator and Administrator will receive Task Manager by default. |
Menu Descriptions of each role
Super Administrator
The Super Administrator role provides a user with complete access to oversee and control all Meeting Templates, Attendee groups, and settings without requiring further permissions.
Administrator
The Administrator user role allows for the viewing and management of specific Meetings, Meeting Templates, Attendee groups, and settings, akin to the Super Administrator role. Users must be assigned permissions for each Meeting Template. Once access is granted to the Meeting Template, the user will be able to view the meetings associated to the template(s).
Meeting Administrator
The Meeting Admin user role enables individuals to view and oversee meetings linked to specific Meeting Templates on their dashboard, as well as access associated Documents. This role allows users to create meetings for their designated Meeting Templates, incorporate Approved Documents into the Agenda, facilitate the meetings, and manage the Meeting Minutes.
Contributor
This user role allows users the ability to draft Documents ,collaborate and start an Approval Request. Any Contributor (Staff) who is added to an Attendee Group will also see a list of meetings under the Meetings Tab.
Participant
This user role is reserved for Meeting Attendees (Voting Members) who will logging into eScribe via the Web Browser to access agendas and Minutes.
Visitor
This user role is a general read only role and rarely used as standalone. This role in combination with a Contributor + Visitor allows Contributors the ability to see and access meetings without being added to a meeting/attendee group. To enable this setup please reach out to your Implementation Consultant for more information.
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