In this article, you will learn :
- What are the general visibility rules,
- How visibility on meetings, agenda items, documents, tasks and decisions works for regular users,
- What about users with partial permissions.
General visibility rules
In Sherpany, visibility is strictly managed by permissions and invitations. Users can only see what they have been given access to by meeting creators or administrators. Access can be modified at any time by those with the appropriate rights.
Users with "access to all content" or "User +User management" and "User +Group management", can typically see the most in their room, while regular users, assistants, and guests have more restricted access based on their role.
For information
Organisation Administrators (Super Admin) can manage the Sherpany application at the organisational level. They have full access to user management and reports, but no access to individual rooms or their content (meetings, documents, etc.).
Visibility of Meetings, Documents, Tasks & Decisions for regular users (or participants)
Regular users, restricted users, and guests only see content shared or assigned to them.
- Meetings - Users can only access meetings they are explicitly invited to.
- Agenda items - Access is tied to meeting invitations. If a user is invited to a meeting, they can see all agenda items, unless specific restrictions apply.
Find here more information on how to manage agenda items and permissions (exclusions).
- Documents in the Library - Users can only access documents shared with them individually or via their group.
- Tasks & Decisions - Users can see the one they have created, and the ones assigned to them personally or to their group(s).
Information
- Assistants has the same viewing access as the person they assist.
- User from the Guest Licence, being external, can access meetings and agenda items they’ve been explicitly invited to and can submit topics in the Topic Hub, but they can't access the Library.
Visibility of Meetings, Documents, Tasks & Decisions for users with partial permissions
Some users have additional permissions that allow them to manage other users, groups, and meetings. However, it’s important to note that their visibility on meetings, agenda items, and documents is still controlled by the room settings and the permissions they receive from their Administrators.
By default, these roles can do more, but they don’t automatically have access to everything — they need to be granted access like any other user.
User + User management (UUM) - This user can:
- Create new users and edit existing users in the room,
- Create new groups and edit all groups,
- Create new meetings (depending on the room model: open or closed),
- Upload and share documents in the Library.
❌ However, their visibility is limited:
- They only see meetings they are invited to,
- They only access documents shared with them,
- They cannot edit meetings or documents they don’t have access to.
User + Group management (UGM) - This user can:
- Create new groups,
- Edit groups they are assigned to as “Group Managers”,
- Create new meetings (depending on the room model: open or closed),
- Invite participants to meetings they create,
- Upload and share documents in the Library.
❌ However, they:
- Only access meetings they are invited to,
- Only see documents shared with them, either directly or through their group,
- Cannot edit meetings or documents they don’t have permission for,
- Their group management permission allows them to structure teams and participation, but not to access more content automatically.