Meetings Security Profiles exist to determine which actions a user can take specifically within the Meetings module. The actions typically fall under a few basic categories such as create, edit, view, delete, and access.
There are typically four Meetings Security Profiles that are created and used during an Agenda and Meeting Management Select implementation: System Administrator, Standard User, Standard User with Approvals, and Council and Board.
This article will show you how to add, edit, and delete Meetings Security Profiles. For instructions on how to switch a user or user group from one Meetings Security Profile to another, see our Edit User Permissions article.
Important Notes
Meetings Security Profiles can be layered with Custom Security Profiles to give administrators the ability to tailor not only the individual actions a user can take but also the meeting types that they can take action in.
If a user or user group is unable to access a page or complete a function that you believe they should have permission for (such as viewing the Agenda Files page or deleting an item), you may need to take one of the following actions:
Change the user's assigned Meetings Security Profile to one with the desired permission
Create a brand new Meetings Security Profile with permission to access the desired page or function
Edit the user's existing Meetings Security Profile so that it has the desired permission
Meetings Security Profiles can be applied to single users or user groups. Editing an existing profile to have access to a page or action will grant any user with that profile access to that page or action.
The screenshots and descriptions in this article outline all available Meetings Security Profile options. Some options, such as “View: Item Written Comments” and “Access Minutes Module,“ are only available when certain add-ons and modules are enabled.
For information on how to change a user's Classification, Meeting Security profile, and access to Site Settings and modules, see the Edit User Permissions article.
Add a Meeting Security Profile
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Security Profiles tile:
Click the New Security Profile button:
Enter a Profile Name:
Enter Notes for this Profile, if desired:
Check the checkboxes next to Agenda actions to allow those permissions, as desired:
Create Agenda: Ability to create a new agenda
Edit Agenda Settings: Ability to edit existing agenda settings
Delete Agenda: Ability to delete an existing agenda
Edit Locked Agenda: Ability to delete a locked agenda
Select Items - Copy: Ability to copy an item using the Select function
Select Items - Move: Ability to move an item using the Select function
Select Items - Note: Ability to add a note to an item using the Select function
Select Items - Script: Ability to add a script to an item using the Select function
Select Items - Layout: Ability to update the layout for an item using the Select function
Select Items - Delete: Ability to delete an item using the Select function
Create Section: Ability to create a new agenda section
Delete Section: Ability to delete an existing agenda section
Reorder Agenda Content: Ability to reorder sections and agenda items using the Reorder function
View: Agenda Fields: Ability to access the Agenda Fields view
View: Agenda Files: Ability to access the Agenda Files view
Access All Agenda Files: Ability to access all agenda files in the system
Create/Upload Agenda Files: Ability to create and upload new agenda files
Delete Agenda Files: Ability to delete existing agenda files
Publish Agenda Files: Ability to publish existing agenda files
Send Agenda Files: Ability to send existing agenda files
View: Agenda Attachments: Ability to access the Agenda Attachments view
Access All Agenda Attachments: Ability to access all agenda attachments in the system
View: Agenda Timeline: Ability to access the Agenda Timeline view
View: Agenda Script Preview: Ability to access the Agenda Script Preview view
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Check the checkboxes next to Item actions to allow those permissions, as desired:
Create Item: Ability to create a new agenda item
Create/Copy/Move Item After Agenda Cut-off: Ability to create, copy, or move an item after the agenda cut-off date and time have passed
Edit Item Settings: Ability to edit existing item settings
Edit Locked Item: Ability to edit a locked item
Edit Item Fields: Ability to edit an item’s fields
Item Actions - Move: Ability to move an item using the Actions menu
Item Actions - Layout: Ability to update an item’s layout using the Actions menu
Item Actions - Delete: Ability to delete an existing item using the Actions menu
Access All Attachments on My Items: Ability to access all attachments on items that the user has created
Add Approvals: Ability to add item approvals
Reorder Approvals: Ability to reorder item approvals
Delete Approvals: Ability to delete existing item approvals
Reset Approvals for My Item: Ability ot reset approvals for items that the user has created
Reset Approvals for All Items: Ability ot reset approvals for all items in the system
Access to Approval Actions for All Items: Ability to access approval actions for all items in the system
Add Tasks: Ability to add a new task
Edit Any Task: Ability to edit any existing task
Delete Any Task: Ability to delete any existing task
Complete Any Task: Ability to mark any existing task as complete
View: Item Written Comments: Ability to view item written comments submitted as part of the Public Engagement Suite
Delete: Ability to delete item written comments submitted as part of the Public Engagement Suite
Take Actions: Ability to update item written comments submitted as part of the Public Engagement Suite
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Check the checkbox next to the Minutes action to allow that permission, as desired:
Access Minutes Module: Ability to see and use the Go to Minutes button
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Click the Save Changes button:
The Security Profile has been added:
Edit a Meeting’s Security Profile
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Security Profiles tile:
Click the Edit tool (purple pencil icon) next to the Security Profile you wish to update:
Edit the Profile Name, if desired:
Enter or edit any Notes for this Profile, if desired:
Check or uncheck the checkboxes next to each Agenda action to allow or disallow that permission, as desired:
Create Agenda: Ability to create a new agenda
Edit Agenda Settings: Ability to edit existing agenda settings
Delete Agenda: Ability to delete an existing agenda
Edit Locked Agenda: Ability to delete a locked agenda
Select Items - Copy: Ability to copy an item using the Select function
Select Items - Move: Ability to move an item using the Select function
Select Items - Note: Ability to add a note to an item using the Select function
Select Items - Script: Ability to add a script to an item using the Select function
Select Items - Layout: Ability to update the layout for an item using the Select function
Select Items - Delete: Ability to delete an item using the Select function
Create Section: Ability to create a new agenda section
Delete Section: Ability to delete an existing agenda section
Reorder Agenda Content: Ability to reorder sections and agenda items using the Reorder function
View: Agenda Fields: Ability to access the Agenda Fields view
View: Agenda Files: Ability to access the Agenda Files view
Access All Agenda Files: Ability to access all agenda files in the system
Create/Upload Agenda Files: Ability to create and upload new agenda files
Delete Agenda Files: Ability to delete existing agenda files
Publish Agenda Files: Ability to publish existing agenda files
Send Agenda Files: Ability to send existing agenda files
View: Agenda Attachments: Ability to access the Agenda Attachments view
Access All Agenda Attachments: Ability to access all agenda attachments in the system
View: Agenda Timeline: Ability to access the Agenda Timeline view
View: Agenda Script Preview: Ability to access the Agenda Script Preview view
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Check or uncheck the checkboxes next to each Item action to allow or disallow that permission, as desired:
Create Item: Ability to create a new agenda item
Create/Copy/Move Item After Agenda Cut-off: Ability to create, copy, or move an item after the agenda cut-off date and time have passed
Edit Item Settings: Ability to edit existing item settings
Edit Locked Item: Ability to edit a locked item
Edit Item Fields: Ability to edit an item’s fields
Item Actions - Move: Ability to move an item using the Actions menu
Item Actions - Layout: Ability to update an item’s layout using the Actions menu
Item Actions - Delete: Ability to delete an existing item using the Actions menu
Access All Attachments on My Items: Ability to access all attachments on items that the user has created
Add Approvals: Ability to add item approvals
Reorder Approvals: Ability to reorder item approvals
Delete Approvals: Ability to delete existing item approvals
Reset Approvals for My Item: Ability ot reset approvals for items that the user has created
Reset Approvals for All Items: Ability ot reset approvals for all items in the system
Access to Approval Actions for All Items: Ability to access approval actions for all items in the system
Add Tasks: Ability to add a new task
Edit Any Task: Ability to edit any existing task
Delete Any Task: Ability to delete any existing task
Complete Any Task: Ability to mark any existing task as complete
View: Item Written Comments: Ability to view item written comments submitted as part of the Public Engagement Suite
Delete: Ability to delete item written comments submitted as part of the Public Engagement Suite
Take Actions: Ability to update item written comments submitted as part of the Public Engagement Suite
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Check or uncheck the checkboxes next to the Minutes action to allow or disallow that permission, as desired:
Access Minutes Module: Ability to see and use the Go to Minutes button
Note:
If the checkbox next to a permission is checked, a user with this Meeting Security Profile will be able to view and select the associated button or menu in the system to take the action that is specified. If the permission checkbox is not checked, the user will not see the button or menu in the system and they, for the most part, will have no visual indication that the action exists.
Click the Save Changes button:
The Security Profile has been edited
Delete a Meeting’s Security Profile
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Security Profiles tile:
Click the Delete tool (red trash can icon) next to the Meetings Security Profile you wish to delete:
Click the Delete Security Profile button on the Delete Security Profile pop-up that appears to confirm the deletion:
The Security Profile has been deleted:
