How to Change a Board Member’s Email Address
This article explains how a board member's email address is used in My Board View, and how to change it if needed.
Background
When creating a new board member, the email address you use for their account is used for many things: logging in, and receiving email notifications for meeting invites and announcements.
Each board member's email is tied to their user account across all boards they belong to.
There are two main scenarios when a board member needs to update their email:
- They want to keep using the same account across multiple boards, but receive email notifications for meeting invites and announcement to different email addresses for each board they belong to. In this scenario, the board member can update their own email address.
- They want to change the email they log in with and receive email notifications to. In this case, only their board's administrator can make this change.
Option 1: Board Member Updates Their Own Email in Their Profile
Use this method when the goal is to change the email used for invitations and announcements for a particular board only.
- The board member can change their login email directly from their My Board View account settings.
- This is preferred when the same person uses (or wants to continue using) one login account across multiple boards.
- Note: Only the board member can make this change, as it affects their authentication across all connected boards.
How the board member does this: They log into My Board View, then go to Board Members, click their name to open their profile, and edit the email address field.
Option 2: Admin Creates a New Board Member with the Updated Email
Use this method when the goal is to change the email used for all activities in My Board View: login, invitations, and announcements.
Only a My Board View Administrator can make this change.
Steps for the Admin:
- In the left side panel, click Board Members to open the Board Members page.
- Click the Invite Board Member button.
- Enter the new email address and click Send Invitation.
- Once the board member accepts the invitation, they can complete their profile details (name, position, etc.).
- Return to the Board Members list.
- Locate the original board member profile and make it inactive. This ensures that the board member's previous email address no longer receives notifications or appears as an active duplicate member.
Important Notes:
- The new profile will be a separate user account.
- The original profile should be inactivated rather than deleted to preserve historical data (e.g., term history, past attendance, documents).
- If the board member is on multiple boards and wants separate accounts for each, this is the correct approach. Otherwise, Option 1 is usually simpler.
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