Security Profiles and Custom Profiles Overview

Security Profiles, also known as Meetings Security Profiles, determine what actions a user can take on agendas within the Meetings module. These actions typically fall into a few core categories: create, edit, view, delete, and access.

The system includes several default Security Profiles that define common user roles and responsibilities. These profiles provide a foundation for managing permissions across agendas, items, approvals, and related workflows.

If the default Security Profiles do not meet your organization’s needs, users with access to Meeting Settings can modify existing profiles or create new ones. In addition, Custom Security Profiles can be applied at the user level to further refine access, allowing for more granular control based on meeting type, role, or responsibility.

This article explains how Security Profiles work, outlines the differences between standard and custom profiles, and provides guidance on how to configure user access to support your organization’s workflows.

How Security Profiles Work

Each user is assigned a primary Security Profile in the Meetings section of their User Details page, which serves as their baseline set of permissions. These permissions determine what the user can do, such as creating agenda items, editing content, or managing approvals. For example, a user may be able to add an agenda item but not edit it.

Security Profiles can be applied to:

• Just one user

• Many users individually

Custom Security Profiles can then be layered on top of the primary Security Profile to adjust permissions for specific meeting types or use cases.

Default Security Profiles

The system includes four default Security Profiles that are typically created during implementation. These profiles define common user roles and permissions and can be modified to meet your organization’s needs.

Profile Comparison

Agenda Manager (formerly System Administrator)

Agenda Managers (formerly System Administrators) have full access to the system. They can create and modify events, meetings (agendas), and agenda items. They can also create and publish agenda materials to the Public and Board Portals, when applicable. The Agenda Manager Security Profile comes with the following options enabled by default:

• Agendas

  • Create Agenda

  • Edit Agenda Settings

  • Delete Agenda

  • Edit Locked Agenda

  • Select Items - Copy

  • Select Items - Move

  • Select Items - Note

  • Select Items - Script

  • Select Items - Layout

  • Select Items - Delete

  • Create Section

  • Edit Section

    • Delete Section

  • Reorder Agenda Content

  • View: Agenda Fields

  • View: Agenda Files

    • Access All Agenda Files

    • Create/Upload Agenda Files

    • Delete Agenda Files

    • Publish Agenda Files

    • Send Agenda Files

  • View: Agenda Attachments

    • Access All Agenda Attachments

  • View: Agenda Timeline

  • View: Agenda Script Preview

• Items

  • Create Item

  • Create/Copy/Move Item After Agenda Cut-off

  • Edit Item Settings

  • Edit Locked Item

  • Edit Item Fields

  • Item Actions - Move

  • Item Actions - Layout

  • Item Actions - Delete

  • Access All Attachments on My Items

  • Add Approvals

  • Reorder Approvals

  • Delete Approvals

  • Reset Approvals for My Item

    • Reset Approvals for All Items

  • Access to Approval Actions for All Items

  • Add Tasks

  • Edit Any Task

  • Delete Any Task

  • Complete Any Task

Standard User

Standard Users have the ability to create agenda items. They can also edit item field information and add or complete tasks. The Standard User Security Profile comes with the following options enabled by default:

Items

• Create Item

• Edit Item Fields

• Item Actions - Move

• Item Actions - Layout

• Item Actions - Delete

• Add Tasks

• Edit Any Task

• Delete Any Task

• Complete Any Task

Standard User with Approvals

Standard Users with Approvals have the ability to create agenda items, edit item field information, and add or complete tasks. They can also add, reorder, reset, or delete information from approval workflows. The Standard User with Approvals Security Profile comes with the following options enabled by default:

Items

• Create Item

• Edit Item Fields

• Item Actions - Move

• Item Actions - Layout

• Item Actions - Delete

• Add Approvals

• Reorder Approvals

• Delete Approvals

• Reset Approvals for My Item

  • Reset Approvals for All Items

• Add Tasks

• Edit Any Task

• Delete Any Task

• Complete Any Task

Council and Board

Council and Board users can access the Board Portal. They also have the ability to create, manage, and complete tasks. The Council and Board Security Profile comes with the following options enabled by default:

Items

• Add Tasks

• Edit Any Task

• Delete Any Task

• Complete Any Task

Important Note

Default Security Profiles can be modified, and additional profiles can be created as needed. Custom Security Profiles can also be used to further refine access and permissions.

Custom Security Profiles

Custom Security Profiles allow you to extend and refine the permissions defined by a user’s primary Security Profile.

They are applied at the user level and allow you to:

• Assign different permissions by Meeting Type

• Grant elevated access for specific boards or committees

• Limit access without changing the user’s overall role

For example, a user could be a Standard User across most meeting types but have Agenda Manager access for one specific board.

Meeting Type-Based Permissions

Custom Profiles can be configured to apply to:

• All meeting types

• Specific meeting types only

This allows administrators to control access based on the structure of your organization. As a result:

• Multiple administrators can each manage separate meeting types

• Users can be restricted from seeing other departments’ agendas or workflows

For example, if you need three system administrators who cannot see each other's documents or workflows, you can configure permissions per Meeting Type using the Custom Profiles option on their user accounts. Similarly, you might have a user who is generally a Standard User who needs Agenda Manager access for a specific board or meeting type.

How Profiles Are Applied

On the User Details page, you can:

1. Assign a primary Security Profile

2. Add Custom Security Profiles for specific meeting types

For instructions on how to update a user’s primary and custom Security Profiles, as well as all of their permissions, see the Edit User Permissions article.

Important Note

The primary Security Profile is applied to any meeting types not covered by Custom Security Profiles. If Custom Security Profiles are configured for all meeting types, the primary Security Profile has minimal impact.

Example Use Case

If you have multiple administrators who should not see each other’s work:

• Assign each user a Custom Profile tied to a specific Meeting Type

• Limit their access to only that Meeting Type

• Adjust their Agenda Item access as needed

This ensures each administrator can manage their own workflows without visibility into others.

User-Level Fine-Tuning

In addition to Security Profiles, individual user accounts can be further customized to control:

Meeting Type Access

• All meeting types

• Specific meeting types only

Agenda Item Access

• All items

• My items only

• My department’s items only

• Specific departments

This allows for highly targeted access control based on user roles and responsibilities. For more information about the permissions that can be set for individual users, see our User Permissions Overview article. For instructions on how to update a user’s permissions and assigned Security Profiles, see the Edit User Permissions article.

Resources

• Manage Security Profiles

• Manage Custom Security Profiles

• User Permissions Overview

• Edit User Permissions