Groups & Committees

Rachel Kinkead Updated by Rachel Kinkead

Groups & Committees

 

Groups and Committees have different functions in the system so we would generally recommend that Admins set up both, e.g. a ‘Board’ Group as well as a ‘Board’ Committee.

 

Groups & Committees can be created and managed via the Administration menu.

 

Groups are like a contact list, with the users in a Group normally being those who are core members (e.g. members of the Board).  Groups come into play in a few places in the system; you’ll see these when sharing information (e.g. notes) and when applying permissions in the Resources library.  In the example below, I've chosen to share a note with the Audit & Risk Group, rather than selecting all the applicable names individually:

 

 

 

Similarly, in the ‘Audits’ folder within Resources, I have chosen to apply permissions to share this with the Audit & Risk group, as I only want those users to see the information contained therein:

 

Note: If you add ‘Share with’ permissions in a Resources folder, you don’t need to add ‘Hide from’ as well.  Sharing a folder with a group or named individuals means only those users will be able to see it.  If no permissions are applied, any users who have access to Resources will be able to see the folder.  For more information on applying folder permissions please see the Folder Permissions article.

 

 

Committees are what 'drive' the meetings as such, so users in a Committee will be the individuals to be included as default attendees for that particular type of meeting.  For example, you might have a Board of Directors Committee set up which includes the minute-taker as well as the Board members, as they would also need to be included in those meetings.  Setting up these Committees means that Organisers don't need to manually add each attendee to the meeting as, when you select a Committee during meeting creation, the Committee members will automatically be added as attendees.

 

 

Note:  As part of Admins’ Committee management, it’s important to remember that adding a new user to a Committee does not automatically include that user on any current or previous meetings in the Calendar for that Committee, only newly created meetings after they’re added to the Committee.  If access to previous meetings is needed, the new Committee member can be added as an attendee, and a note can be added against their attendance status if needed.

 

 

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