MMP User Roles

Overview

This guide clarifies the five user roles in MMP (Meeting Management Platform) and explains the permissions and limitations of each role. Use this as a reference to understand what each role can and cannot do.

Quick Comparison Table

Capability	Meeting Manager	Requester	Staff	Meeting Coordinator	Executive Admin

Capability	Meeting Manager	Requester	Staff	Meeting Coordinator	Executive Admin
Create meetings	✅ All types	✅ All types	❌	✅ Assigned types only	✅ Executive's types only
View all meetings	✅	❌ Own only	❌ Invited only	✅ Assigned types only	❌ Executive's only
Edit any meeting	✅	❌ Own only	❌	✅ Assigned types only	✅ Executive's only
Cancel any meeting	✅	❌ Own only	❌	✅ Assigned types only	✅ Executive's only
Manage approvals	✅ All	⚠️ When in workflow	⚠️ When required	✅ Assigned types only	✅ Executive's meetings
View master calendar	✅	❌	❌	⚠️ Partial	❌
Block time (staff/rooms)	✅	❌	❌	✅ Assigned types only	✅ For executive
Check-in attendees	✅	❌ Own only	❌	✅ Assigned types only	✅ Executive's only

Legend:

✅ = Full capability
❌ = No capability
⚠️ = Limited/conditional capability

Role Definitions

1. Meeting Manager

Description: The most powerful role with complete system access.

What they CAN do:

Create any type of meeting
Edit any meeting in the system
View all meetings across the platform
Cancel any meeting
Manage all approvals (view, approve, or reject)
Access and view the master calendar
Accept or reject any meeting request
Block time for any staff member
Block time for any room
Perform all meeting activities including:
- Cancel meetings
- Edit meeting details
- Check-in attendees
- Delete meetings

What they CANNOT do:

N/A - This role has full access

2. Requester

Description: Standard users who create meetings but can only manage their own.

What they CAN do:

Create any type of meeting
View meetings they created
Edit meetings they created
Cancel meetings they created
Approve meetings when they are specifically required as part of the approval flow

What they CANNOT do:

View meetings created by other requesters
Edit meetings created by others
Cancel meetings created by others
Manage meetings they didn't create
View the master calendar
Block time for staff or rooms
Approve meetings unless they are specifically in the approval workflow

Key Limitation: Requesters have zero visibility into meetings created by other users. They only see their own meetings.

3. Staff

Description: Passive users who only participate in meetings.

What they CAN do:

View meetings they are invited to
Approve or reject meetings only if their approval is required
See meetings requiring their approval in the approval list

What they CANNOT do:

Create meetings
Edit any meetings
Cancel any meetings
View meetings they are not invited to
Manage any meeting activities
Block time for themselves or others
View the master calendar

Key Limitation: Staff members are purely participants. They cannot initiate or manage any meetings

4. Meeting Coordinator

Description: A Meeting Manager with limited scope - only for assigned meeting types.

What they CAN do:

Act as a Meeting Manager but only for specific meeting types
Create, edit, view, and cancel meetings for their assigned meeting types
Manage all activities for their assigned meeting types
View and manage approvals for their assigned meeting types
Block time for staff and rooms for their assigned meeting types

What they CANNOT do:

Manage meetings outside of their assigned meeting types
View or edit meetings of other types
Access full system calendar (only see their meeting types)

Key Limitation: Their power is restricted by meeting type. If they're assigned to "Training Sessions," they can only manage Training Sessions, not "Client Meetings" or other types.

5. Executive Admin

Description: Works on behalf of a specific executive with delegated authority.

What they CAN do:

Create meetings for their executive
Edit meetings for their executive
Cancel meetings for their executive
Create meetings only with meeting types mapped to their executive
Approve or reject any meeting involving their executive
Block time on behalf of their executive

What they CANNOT do:

Create meetings for other executives
Manage meetings that don't involve their executive
Use meeting types not mapped to their executive
Approve meetings that don't involve their executive

Key Limitation: Everything is tied to their specific executive. They operate as an extension of that executive only.

Decision Tree: Which Role to Assign?

Does the user need to manage ALL meetings across the system?
→ YES: Meeting Manager

Does the user need to manage meetings only for specific meeting types?
→ YES: Meeting Coordinator

Is the user an assistant to a specific executive?
→ YES: Executive Admin

Does the user need to create meetings but only manage their own?
→ YES: Requester

Does the user only need to attend and possibly approve meetings?
→ YES: Staff