Overview

This document describes the five user roles available in the Meeting Management Platform (MMP). Each role has defined permissions and limitations that control what users can view, create, and manage within the system.

User Roles and Permissions

Meeting Manager/Admin: The Meeting Manager is the highest-privilege role with full access to all meetings and system functionality.

Permissions

Meeting Managers can:

Create any meeting type

1. View all meetings across the platform

2. Edit any meeting

3. Cancel or delete any meeting

4. Accept or reject any meeting request

5. Manage all approvals (view, approve, or reject)

6. Access and view the master calendar

7. Block time for:

   • Any staff member

   • Any room

8. Perform all meeting-related activities, including:

   • Editing meeting details

   • Checking in attendees

   • Cancelling or deleting meetings

Restrictions

• None. This role has full system access.

Meeting Requester: Can book/request meetings, and can only see meetings they are invited to, or that they have created.

Permissions

Requesters can:

• Create any meeting type

• View meetings they created

• Edit meetings they created

• Cancel meetings they created

• Approve meetings only when explicitly included in the approval workflow

Restrictions

Requesters cannot:

• View meetings created by other users

• Edit or cancel meetings created by others

• Manage meetings they did not create

• View the master calendar

• Block time for staff or rooms

• Approve meetings unless required by the approval flow

Internal Staff: Staff users are participants in meetings but do not have meeting management capabilities.

Permissions

Staff can:

• View meetings they are invited to

• Approve or reject meetings when their approval is required

• View meetings awaiting their approval in the approval list

Restrictions

Staff cannot:

• Create meetings

• Edit any meetings

• Cancel any meetings

• View meetings they are not invited to

• Perform any meeting management actions

• Block time for themselves or others

• View the master calendar

Meeting Coordinators Role: Allows users to manage only the meeting types assigned to them. Admins can assign one or more coordinators to each meeting type, ensuring access is limited to the relevant meetings.

Permissions

Meeting Coordinators can:

• Create, view, edit, and cancel meetings for their assigned meeting types

• Manage all meeting activities for their assigned meeting types

• View and manage approvals related to their assigned meeting types

• Block time for staff and rooms related to their assigned meeting types

Restrictions

Meeting Coordinators cannot:

• Manage meetings outside their assigned meeting types

• View or edit meetings of other meeting types

• Access the full system calendar (only their assigned meeting types)

Executive Admin Role: Executive Admins act on behalf of a specific executive with delegated authority.

Permissions

Executive Admins can:

• Create meetings for their assigned executive

• Edit meetings involving their executive

• Cancel meetings involving their executive

• Create meetings using only meeting types mapped to their executive

• Approve or reject any meeting involving their executive

• Block time on behalf of their executive

Restrictions

Executive Admins cannot:

• Create or manage meetings for other executives

• Manage meetings that do not involve their assigned executive

• Use meeting types not mapped to their executive

• Approve meetings that do not involve their executive