User permissions control what users can see and do in the system. Access is managed through security profiles, user settings, meeting type access, and department permissions.
This article explains common user settings and how administrators can control access to features such as agendas, meetings, analytics, events, and the Board Portal. It also explains how to limit user access by meeting type, department, or agenda item ownership. View the Edit User Permissions article for instructions on how to make changes to a user’s existing permissions.
User Status and Visibility Settings
Active
If the Active checkbox is selected, the user can log in to the system. If the checkbox is cleared, the user cannot log in. When a user is activated for the first time, the system sends an email asking them to validate their account.
Access to User and Global Site Settings
This setting gives access to all areas in User and Global Site Settings, including:
This access should be limited to Agenda Managers (System Administrators) only.
Hide from Staff List and Hide from Approvers List
If these checkboxes are selected, the user’s name will not appear in system lists. This setting is commonly used for:
Has Access to Analytics
If “Has Access to Analytics“ is selected, the user can access the Analytics tab and create reports using system data.
Can Create and Manage Organizational Analytics Views
If the “Can Create and Manage Organizational Analytics Views“ permission is checked, the user can create and manage custom report templates and shared analytics views.
User Classification
The system includes three user classification options:
Admin
Staff
Board
These settings do not change permissions or access. They are mainly used as visual indicators and help CivicPlus Support identify the type of user making a request.
Meetings Access
Has Access to Meetings
If the “Has Access to Meetings“ permission checkbox is checked, the user can access the Meetings tab, where agendas are managed.
Most staff users need this access. Council and Board members usually do not.
Has Access to Meetings Site Settings
This setting gives access to backend Meetings settings, including agenda designs and configuration options.
This access should also be limited to Agenda Managers (System Administrators) only.
Has Access to Board Portal
This setting gives users access to the Board Portal, which is the separate portal used by council and board members.
Meetings Security Profile
The Meetings Security Profile field controls what level of access the user has to agendas. There are usually four Security Profiles created during an Agenda and Meeting Management Select implementation:
Agenda Manager (formerly System Administrator): Full access to agendas for creation, editing, approving, finalizing, and publishing.
Standard User: This is typically an item creator. Their access is limited to navigating to an agenda to create an item.
Standard User with Approvals: These users typically have the same access as Standard Users. However, they can also modify an item’s approval workflow if needed.
Council and Board: These users can access the Board Portal. They also have the ability to create, manage, and complete tasks.
Users with access to Meetings Site Settings can modify existing profiles or add new profiles that can be assigned to users.
Custom Profiles
You can add Custom Security Profiles to allow administrators to give users different levels of access for different meeting types. For example, you might have someone who is generally a standard user, but who needs agenda manager access to one board or meeting type.
My Backup Approvers and Approvers I Backup
A backup approver can approve agenda items on behalf of another user when needed.
A user can assign one or more Backup Approvers to approve on their behalf. Agenda Managers can approve items on behalf of approvers and manage Backup Approver assignments for other users when needed.
Access to Meeting Types
Meeting Type access controls which agendas a user can access. Users can be given access to:
All meeting types
Only selected meeting types
Unless a Custom Profile is assigned, the user will have the same Security Profile permissions across all meeting types they can access.
Access to Agenda Items
Agenda item access can be limited per user. Users can be assigned access to:
All Items: The user can access all agenda items within the meeting types they can view
My Items Only: The user can only access agenda items they created
My Department(s) Items Only: The user can access items assigned to their department
Specific Departments: The user can access items assigned to selected departments
Access to Codification
If your municipality or organization has the Online Code Hosting Send to Code Integration, the “Has Access to Send to Code“ checkbox gives access to the “Send to Municode“ function in the Item Files view.
Events Module Access
Has Access to Events
This setting gives access to the Events tab, where meetings are scheduled and added to the Public Portal calendar.
This access is usually only needed for Agenda Managers.
Has Access to Events Site Settings
This gives access to backend site settings found under Events and Public Portal Settings:
Residents
This should be limited to Agenda Managers (System Administrators) only.
Access to Create/Edit Events with Selected Templates
Users can be given access to:
All Event Templates: Permission to create and edit events that use any Meeting Type event template
Selected Event Templates: Permission to create and edit events that use specific Meeting Type event templates
This access is typically recommended for Agenda Managers only.
Boards and Committees Access
Has Access to Boards and Committees
If your municipality or organization has the Boards and Committees add-on, the “Has Access to Boards and Committees“ checkbox gives access to the Boards and Committees module.
