Assigning Meeting Administrator Access

Who are Meeting Administrators?

Meeting Administrators are users who manage specific meetings within eScribe. This role is often assigned to users responsible for particular meetings, such as the Committee of the Whole, and who should not have access to other meetings upon login.

This role allows users to complete the following actions with Meeting Administrator access:

Create meetings linked to specific Meeting Templates.
View and manage Draft and Approved documents on the Documents List tab.
Conduct meetings
Prepare and view Meeting Minutes
Publish Meetings to Participants and the Publishing Page

Setting up User Roles as Meeting Administrator Permissions

Go to the Navigation menu.
Select Users & Groups.
Click User List.
Locate and select the User.
Open User Roles.
Select Meeting Administrator as the main role. Optionally, 4 other functions maybe layered on the Meeting Administrator role:
- Enable Visitor Access
- Enable Meeting Template Access
- Enable Attendee Group Access
- Enable Approval Group Access

Assigning Access within the Meeting Template

Go the Navigation Menu
Open the Meeting Template.
Click Edit Meeting Template.
Select Add Permission.
Add the User to the template.
Select what level of access to assign the Meeting Administrator
- Modify Meeting Template
- Manage Meetings
- Create Meetings
- Manage Approvals
- Manage Tasks
- View Draft Documents
- View Approved Documents
Save your changes.

Please note: the People Picker will only display users in the drop down who are setup at the user level as Meeting Administrator. In the event a user does not appear in the drop down, please review the user role.

Managing Documents

Meeting Administrators can see all Draft and Approved Documents associated with the meetings they manage. They have full access to edit documents as needed, and approved reports can be added to any of the meetings they manage.

Managing Approvals

Pending Approvals can be managed by the Meeting Administrator, allowing them to Approve or Decline a step when necessary. Once an approval request has been completed, Meeting Administrators will receive an email notification indicating that the process is finished (Accepted or Rejected). Emails are not sent at each step—they are only sent once the entire approval process has been completed.

Other Roles used in Combination with Meeting Administrators:

A Meeting Administrator can be assigned additional access options to expand their responsibilities beyond managing specific meetings. These combinations allow organizations to tailor permissions based on a user's role and responsibilities. The available combinations include:

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 + Meeting Template Access when a user is responsible for configuring and maintaining meeting templates, in addition to managing meetings.

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.