Enable collaboration with teammates, especially when they aren’t meeting attendees, with Meeting Access. Meeting Access opens up the meeting to the appropriate people to foster discussion and post-meeting dialogue.
There are two types of meeting access:
1) Manage Access
2) View Access
After the meeting is complete, share access with others to hear their perspectives. Access for each user can be added, edited, or removed at any time.
By default, the owner of the Powow meeting will be granted Manage Access and all users of Powow who were invited by the Owner will be given View Access. Learn how to invite Powow together with other participants here.
|If the invitation system you use does not share the meeting participants in the invite, you will need to share access with participants manually (e.g. WebEx web-based invites).|
You can find the Access within any meeting on the toolbar next to the Participants list. Click to view users in the list and make desired changes.
When Access selected, a window will pop up showing two tabs:
- Access: shows all users in your Workgroup who have access rights to the meeting.
- View History: that displays the date and time when a user accessed the meeting in Powow. Displayed time is matching the time zone set up in your profile.
Share Access to a User
To share access to a meeting, you must have Manage Access. If a meeting is set to private, only the Owner can share it.
- In the Access, click Add New
- Choose User in the upper field
- In a field Name or email choose a teammate from the dropdown list or start typing in their name. The drop-down features only users of the Workgroup to which the meeting was submitted
- Choose the permission type from the dropdown in the next field: View or Manage
- Click Save
Give Access to a Group of Users
If there are common groups of users you share access to your meetings, try using Access Groups. Forming groups of users for access in advance will make this process more efficient.
To set up your personal, custom Access Groups, use the Access Groups feature in the Settings section of the web app sidebar.
- In the Access, click Add New
- Choose Access Group from the upper field
- Select Group - pick the Access Group in the dropdown
- Click Save to share access to all of the users in that group
Powow allows sharing your meeting results with anyone inside or outside of your organization using links. Viewing the meeting not always requires Powow registration. Guests can get access to the limited functionality still being able to hear the record, see the transcript, and meeting key items. More about access limits in this article.
|Guest Link is available to the meeting owner and users with "manage access". In private meetings, only a meeting owner can copy Guest Link.|
To copy and share a Guest Link login to Powow and open the meeting you wish to share. In the Meeting click Access and copy the guest link provided. You can add a password if you like or skip this step.
Delegating Meeting Ownership
Powow supports meeting delegates, which allows a user to remain the owner of meetings that a delegate (assistant, etc) has scheduled for that user. In this case, the user who ultimately becomes the owner of the meeting is referred to as the Delegate Supervisor.
With Powow, a user can transfer the ownership of all upcoming meetings scheduled from his/her account to another user in the same organization. Meetings ownership will be transferred to the Delegate Supervisor’s account. The user that has delegated ownership will not have access to the meeting.
This feature allows a busy manager to maintain ownership of meetings even if he/she is not the one sending out meeting invites. In this use case, the delegate configures the Delegate Supervisor field in their profile to the appropriate user. Learn how to set this up in the Profile details article.
Share Access with your Manager Automatically
Users can designate one Powow user as a manager, which will give that user View Access to all meetings owned by their subordinates. Once set up, your manager will appear automatically in the access tab of all meetings that you organize (excluding previously submitted meetings).
The manager’s access can be removed or changed to the Can Manage role at any time.
As a Manager, you can have multiple subordinates. You will get View Access to all the meetings within workgroups you are a member of.
Organization Admins can customize associations in the organization to mirror how your company is structured.
Using the Access Control feature, each association can be linked to a set of users with defined access roles (view or manage). This allows you to use Associations as a tool to give immediate access to a group of users.
Once the Association is set up with its members, a meeting owner or user with manage access can tag the meeting with various Associations via the meeting properties. Once tagged, access will automatically be shared.
|Access Controls are only applied to meetings that are not set as Private.|
If you prefer to keep the meeting private - just activate the privacy , before adding associations to your meeting. You can also delete users from access manually at any time. See below for instructions.
Associations are not only made to give instant access. These are widely used to tag and search for quick meeting navigation. Learn more here.
Share access with your Workgroup
Like Associations, you can share access to all members of your workgroup. Add as many users as you’d like to your Workgroups in Access Controls and give them access roles.
Once the meeting is in the web app, the set of users built-in Access Control will appear in the access tab, depending on which Workgroup the meeting is submitted to.
To avoid Access Control syncing with Workgroups, simply activate the privacy before the meeting starts (when the meeting is still in “scheduled” status).
|Not all members of the Workgroup automatically get access to all meetings. Users must be added in Access Control and can be members of various Workgroups. To learn how to add users to the workgroup read this article.|
If you need to restrict, upgrade, or remove access, use next to each name.
- Click to open the dropdown
- Choose Edit
- In the field below, open the dropdown to choose Can View or Can Manage
- Save changes
- Click to open the dropdown
- Choose Delete
- In the popup, click Confirm to remove the user’s access from the meeting
|Are you not sure what users with different access levels are allowed to do in the shared meeting? Read this article to explore more about meeting permissions.|