Wild Apricot: Set Up Board-Only Document Permissions & Access Controls

Make a “Board” member group, put only board members in it, create a private folder (or restricted document access) that only that group can view, then test with a non-board login to confirm it’s hidden. If everything is already set up, just verify group membership, folder permissions, and any page/widget access so nothing leaks through links or menus.

 

Set up board-only access (step by step)

 

• Create a board-only group: In Wild Apricot, go to Contacts and create a Group named “Board” (a group is a label you assign to specific contacts). Add only current board members to this group.
• Decide where board documents will live: Use the Documents area (best for files) and keep board files in one dedicated folder like “Board Documents”.
• Restrict the folder: Open the folder settings and set Access so only Members in selected groups can view, then select the Board group. Remove “Public” and remove “All members” if you want board-only.
• Hide the entry point: If you link to that folder from a website page or menu item, set that page/menu item to be visible only to the Board group. Otherwise non-board users may see a dead link or a “no access” message.
• Upload files into the restricted folder: Keep board-only files out of shared folders. Permissions usually apply by folder, so one misplaced file can expose content.

 

Common mistakes that cause leaks

 

• Wrong people in the Board group: Past board members not removed, or staff accidentally added.
• Folder is restricted but page is public: Users can still discover the page/menu item.
• Sharing direct file links: If someone forwards a link, access should still be blocked, but always test. Do not rely on “nobody will share it”.
• Using “All members” instead of Board: “Members” means every logged-in member, not just leadership.

 

Test and validate (do this even if everything is already set)

 

• Create a test non-board contact (or use a real member who is not on the board) and log in.
• Try to find the folder via menus and confirm it does not appear.
• Paste a direct document link in the browser and confirm it denies access.
• Log in as a board member and confirm full access works.

 

Troubleshooting

 

• Board member cannot see files: Confirm they are in the Board group and their account is the one they are logging into (email mismatch is common).
• Non-board can see files: Recheck folder access is not set to Public or All members, and confirm the file is actually inside the restricted folder.
• Menu/page still visible: Edit the page/menu visibility and restrict it to the Board group.

 

When to contact Wild Apricot support

 

• Permissions look correct but access behaves inconsistently across users or browsers.
• You cannot find the access/visibility controls in your admin view (role limitations).
• You need audit-style confirmation of who accessed what and when.