Assign an assistant to a user

What can assistants do?

An assistant is a user that has access to all meetings and documents to which the assisted user is assigned.

You can think of an assistant as a “copy” of a user. It’s as if you’re sharing the same account but with the security of two individual logins. 

Any action that the assistant does appear as if from the assisted user. This includes annotations on documents, comments or topics submitted to Topic Hub. The assistant also receives the same email notifications as the assisted user. 

An assistant can:

• See all meetings and documents that are shared with the assisted user,
• Annotate documents on behalf of the assisted user. Annotations made by an assistant are treated as though they were made by the assisted user,
• Create topics in Topic Hub on behalf of the assisted user,
• View tasks & decisions assigned to the assisted user in the task & decision module,
• Upload library documents on behalf of the assisted user.

An assistant can’t:

• Participate in a meeting or present in a meeting,
• Cast a vote on behalf of the assisted user. Only the actual user can vote,
• Sign the minutes on behalf of the assisted user.

How to assign an assistant to a user?

First, check that you’re able to assign an assistant to a user: 

1. You’re in a room that uses the closed model. Hint: If your room has users with restricted permissions, then you’re in a closed model. Read about closed & open models.
2. The user is active: the user you’d like to assign an assistant to has accepted their invitation to Sherpany.
3. The user has the right permission. There are currently two types of permissions that can have assistants assigned:
   • User with restricted permissions,
   • User (Assistants will have access to the “View” mode. They won’t be able to create or edit meetings on behalf of this user).

Then, to assign an assistant to a user:

1. Open the user and go to the last section called “Assistants”,
2. Then you have two options:
   • In the dropdown, you’ll see assistants that are already in the room. To assign an existing assistant, click on the assistant that you’d like to add. The assistant will now appear in the section “Assistants”. From here, you can open the assistant to view their user details and remove the assistant again from this user.
   • If you’d like to add a new assistant, choose “New assistant”. This will guide you through the creation of a new user with the assistant permission. 

Working as an assistant

As an assistant, you can assist more than one user in one room. You can switch between the users that you’re assisting in the dropdown in the main menu or in the room selector. 

You can switch between different users by clicking on the dropdown menu below the room selector. 

If you’re in multiple rooms, you can also switch between different rooms and choose a user to assist by opening the room selector on the top left.