Summary:
Give attendees "Attending" status for items they're officially part of, or "Access Only" for items they can view.
"Attending" users appear on the agenda item's attendee list, while "Access Only" users can view the item without being listed.
Set access attendee-by-attendee or agenda-item-by-agenda-item for flexible meeting management.
Only Organisation Admins, Meeting Pack Creators, and Meeting Pack Admins can manage these settings.
Who is this for?
Meeting Pack Admins
Article contents
Click below to jump to the relevant section:
Understanding "Attending" and "Access Only"
Set Access for Individual Attendees
Set Access for Individual Agenda Items
Access Rules for Sub-Items
Frequently Asked Questions
Sometimes a meeting attendee only needs to officially attend a few agenda items, but you still want to give them access to view additional items or even the full Meeting Pack. Knowa lets you control this with two access types: "Attending" and "Access Only."
Understanding "Attending" and "Access Only"
Attending
When you set an attendee as Attending for an agenda item, they will have access to view the item and will appear on that item's attendee list. Other attendees can see they're officially part of that agenda item.
Access Only
When you set an attendee as Access Only for an agenda item, they can view the item but will not appear on the agenda item's attendee list. This is useful when someone needs to review content without being an official participant.
Set Access for Individual Attendees
You can manage all agenda items for a specific attendee at once. This approach is helpful when you need to quickly configure access across multiple items for one person.
Navigate to your Meeting Pack.
Go to Manage Attendees.
Click on the attendee's name to open their agenda item access settings.
For each agenda item, select either Attending or Access Only.
Click Confirm to save your changes.
⚠️ Note: If an attendee has been assigned the Apologies or Access Only attendee type for the overall meeting, they can only be given Access Only access to individual agenda items. They cannot be marked as Attending any items since they're not officially attending the meeting.
Set Access for Individual Agenda Items
You can also manage access by agenda item, controlling which attendees can view or attend each specific item. This is useful when configuring a single agenda item that multiple people need different levels of access to.
Navigate to your Meeting Pack.
Select the agenda item you want to manage.
Click Manage Item Attendees.
For each attendee listed, select either Attending or Access Only.
Click Confirm to save your changes.
[VISUAL AID SUGGESTION: Screenshot showing the "Manage Item Attendees" interface with the Item Attendees and Not Attending sections would help users understand the layout.]
Access Rules for Sub-Items
When managing attendees for sub-items (items nested under main agenda items), access can only be reduced, not expanded:
If an attendee is Attending the main item, you can change them to Access Only for a sub-item.
If an attendee has Access Only to the main item, you cannot promote them to Attending a sub-item.
This ensures that sub-item access never exceeds main item access. (See Managing Attendee Access to Agenda Items and Sub-Items for more details.)
Frequently Asked Questions
How is this different from the existing "Access Only" attendee type?
The Access Only attendee type applies to the entire meeting. When someone has this attendee type (as opposed to Present, In Attendance, or Apologies), they're not attending the meeting at all and don't appear on any attendee lists.
The "Access Only" setting for individual agenda items is different - it lets you give someone who is attending the meeting access to specific items without listing them as an official attendee of those items. (See What is the Difference Between Present, In Attendance, Apologies and Access Only Attendee Types?)
Why can I only select "Access Only" for an attendee and not "Attending"?
If an attendee has been assigned the Apologies or Access Only attendee type for the overall meeting, they logically cannot be marked as Attending individual agenda items. Since they're not officially attending the meeting, they can only access items, not attend them.
To change this, you'll need to update their overall attendee type first. (See Manage Attendees' Permissions and Attendance Type)
Need more help? We're here for you - contact Support through the messenger launcher in the bottom right corner.