Defining roles in a controlled Board Room

Professional roles are not technical permission levels

A professional role explains why a person participates in the board process. A technical access path determines what that person can reach in Dossira. They are related decisions, but they are not the same thing.

Dossira does not currently translate Chair, Director, Secretary or Observer into predefined Board Room permissions. It also does not provide granular agenda-section or per-document permissions for registered members. Start with the person’s responsibility, then choose only from the access paths that the product actually supports:

a registered organisation member has persistent member access and can organise, upload, preview, download and share files in supported flows; or
an external recipient opens a deliberate share through confirmed-email PIN verification or an explicitly created anyone-with-link share.

Anyone-with-link access is broader than confirmed-email access. Use confirmed-email access when a share should be tied to a named address, and use an explicit link only when that broader model is appropriate.

Common professional roles

The examples below are starting points for an organisation’s own access policy. They do not create Dossira role names or prescribe a universal governance structure.

Board administrator or secretary

This person commonly coordinates the pack, meeting timetable and participant list. Use registered member access when the authorised operator needs to organise prepared files or create controlled shares.

Do not assume that the job title must receive every workspace or organisation setting. The organisation should assign the technical role that exposes the required capabilities in its deployment and review that assignment under its normal access policy. Dossira does not require the secretary to be the sole owner, administrator or closing authority, and a sealing workflow is not implemented.

Chair

The Chair commonly confirms the organisation’s process for agenda and pack readiness. Choose registered member access when persistent participation in the room is appropriate, or a controlled external share when the Chair should receive only deliberately shared material.

Chair is not a special Dossira permission level. The current private preview does not give the Chair a product-specific pack-release, approval or decision power.

Director

A director commonly needs the current pack and supporting papers intended for the board. Use registered member access when ongoing room participation is appropriate. Use a confirmed-email external share when the organisation wants to provide a deliberate set of files without creating persistent member access.

Dossira does not provide a predefined read-and-review Director role. It also does not record board-pack acknowledgements or prove which version a director considered.

Executive contributor

An executive contributor commonly prepares or supplies papers for the meeting. Use registered member access only when that person should upload or organise prepared material in the Board Room. Otherwise, collect the paper through the organisation’s established internal process and let an authorised member add it.

The current external-recipient flow does not support guest uploads. Do not issue broader member access merely to simulate an intake folder.

Observer or adviser

An observer, external counsel, auditor or specialist may need only selected material or time-limited access. A separate confirmed-email share for the intended subset is the narrowest current external-recipient pattern. Add an expiry when access should end at a known time.

Do not describe this as an agenda-section permission. It is a separate share containing the deliberately selected material. If the person requires ongoing member capabilities, make that a conscious registered-member decision under the organisation’s access policy.

Map responsibility to a supported access path

Before adding a participant, record the decision in the organisation’s established access process:

Define the professional responsibility and the meeting or pack cycle it applies to.
Decide whether the person needs persistent registered-member access or only an external share.
For an external recipient, select confirmed-email access or an explicitly broader link.
Select only the files intended for that share and set an expiry when access should be time-limited.
Keep acknowledgements, approvals, conflicts, attendance and decisions in the established governance system; Dossira does not currently record them.

This mapping avoids inventing product roles from professional titles. It also avoids treating a folder name as an access boundary that the product does not enforce.

Review access when someone joins or changes role

When a Chair, director, contributor, observer or adviser joins, confirm their scope before granting access. Review both the participant list and any separate shares that may reach the same material.

Review access again when a person changes committee, becomes an observer, takes on an executive role or no longer needs the complete pack. Remove access that is no longer required, replace overly broad shares and record the change through the organisation’s established process. Dossira does not provide a complete customer-facing membership-change or activity ledger.

Remove future access when someone leaves

When participation ends:

remove the person’s registered member access when that is the path they use;
revoke external shares created for that person or purpose;
reissue a share when the remaining recipient list or scope must change;
remove the person from the organisation’s normal pack notifications; and
record the offboarding action in the system approved by the organisation.

Removing a member or revoking a share prevents future access through that path. It does not retrieve files already downloaded or copied, establish that the person no longer possesses a copy, or establish their later behaviour.

Review the current access model

Explore the Board Room for the current board-pack workflow and its product boundaries.

Read the current roles and permissions guide for the verified distinction between registered members, confirmed-email recipients and explicitly created link shares.