In this article you will learn :
- What is an organisation, a group, a room
- The different roles available
- The functionalities available for each role
What is an organisation, a group, a room
- An organisation is basically the customer towards Sherpany, the company that signed a contract with Sherpany. An organisation can have multiple rooms.
- A room is a self-contained object separated on the database. A room consists of meetings, documents, the library, tasks and decisions, group and user management. Data can not be shared between rooms. However, a user can be part of multiple rooms.
- A group consists of one or more users within the same room and has a name, a color and a maximum of three initials. Comparable to a distribution list in an email application, with groups it is more efficient and safer to define a certain set of users as e.g. attendees of a meeting.
The different roles available
- User Management Admin
- Editor Group Manager
|Meeting organiser roles||X||X||X|
|Meeting lead roles||X||X||X|
|Meeting attendee roles||X||X|
|Application administrator roles||SUPER ADMIN||X|
A user with the role administrator has access to the entire room without the need of being part of any group. This user can see all meetings, documents, groups, users and can create, read, update and delete meetings, documents, groups and users. An admin is not seeing any annotations of other users in the room. An admin can create personal annotations on all documents he has access to using the member interfaces.
User Management Admin (UMA)
A User Management Admin is in charge of Sherpany at admin level. They manage members and groups, but do not have any access to any meeting data.
An editor has restricted access in the room and therefore only sees the meetings and documents in the library of the group(s), to which the editor is assigned. An editor has the possibility to create, read, modify and delete meetings and documents in the library for those groups the editor is assigned. An editor can create personal annotations on all documents he has access to using the member interface.
Editor / Group Manager (GM)
The editor/group manager can create groups and be set as group manager. They can assign members to the groups where they are set as owners. They can also remove members from the groups where they are set as owners, and edit member objects. They can create meetings for the groups they own. Additionally, they can upload documents to the library for the groups they own. An editor can create personal annotations on all documents he has access to using the member interface.
A member has restricted access within a room and is therefore only seeing the meetings and documents in the library of the group(s), to which he is assigned. A member has read-only access and therefore cannot create, modify or delete meetings or meeting content. A member can create personal annotations and comments on all documents they have access to and can use the Presenter Mode when being defined as Attendee of a meeting.
An assistant is always attached to a member and has the same access rights as the member in this room, i.e. is entitled to the same groups, meetings and documents within a meeting. Also, an assistant is seeing the personal annotations of the member the assistant is attached to. Annotations added by the assistant are also accessible by the member the assistant is attached to.
Any member/attendee can be assigned to be Meeting Lead. The Meeting Lead Selector allows Meeting Organisers to select one of the attendees to be the Meeting Lead. The Meeting Lead dropdown will only appear, once at least one attendee has been added.The Meeting Lead will be marked respectively on the list of attendees on the attendee view, the minutes and all the Sherpany PDFs (such as agenda, meeting book, minutes).
The functionalities available for each role
Besides the different viewing permissions for different user roles, there are also different functionalities for each role.
|Set-up and manage the meeting||X||X||X|
|Set-up and modify the agenda||X||X||X|
|Commenting on meeting documents & agenda items||X||X||X||X||X|
|Access to library for additional documentation||X||X||X||X||X|
|Join presenter mode and present||X||X||X||X|
|Writing minutes, recording tasks & decisions||X||X||X|
|Completing meeting assessment||X||X||X||X|
|Review & sign minutes||X||X||X||X|
|View meeting assessment insights||X||X||X||X|
|Track and update own tasks||X||X||X||X|
|Manage tasks and mark as accepted||X||X||X|
Our support team
If you need any technical support please feel free to reach out to our friendly Customer Happiness Engineers.