Let your directors find information with IQ
Give directors and other occasional users a read-only role with IQ, so they can look things up without changing records.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Directors, board members and finance colleagues often need one fact: who sits on a board, when a filing is due, who owns a subsidiary. Each question usually becomes an email to the company secretary. With a read-only role that includes IQ, they can ask IQ themselves, in their own words, and get an answer from the same records you keep, without being able to change them.
Create a role that reads and can ask IQ
The built-in Member role reads the records and runs reports, but does not include IQ. Editor includes IQ but can change records. For people who should read and ask, create a role of your own.
In Administration, open Roles & Permissions and choose New role. Name it, for example "Board members".
Under Start from, choose Read-only.
Tick the box on the AI assistant row. That is what lets the role use IQ.
Leave Sensitive data clear unless they need personal identifiers such as dates of birth and passport numbers. Without it, IQ cannot show those either.
Choose Create role. To limit it to the companies they sit on, change where it applies; see Create a role for a team.
IQ also has to be part of your organisation's plan. If it is not, Ask IQ shows greyed out with the reason.
Give it to them
- Invite them as members of the organisation with the new role.
- Or let the register decide: an Automatic access rule can give the role to each director for the companies they are appointed to, and take it away when they resign. See Give directors access automatically.
People given access as outside parties, through external access, do not get IQ, whatever their role.
What IQ can see for them
IQ acts as the person asking. It reads only what their role reads, in the companies their role reaches, so a director limited to Northwind Holdings Limited gets answers about that company and no other. If a director asks IQ to change something, the change is refused because their role does not allow it, and IQ tells them so.
Questions directors ask
Share a few of these to get them started, or save them in the prompt library; see Save a prompt for your team.
Who are the directors of Northwind Industries PLC?
When is the next confirmation statement for Northwind Holdings Limited due, and who is dealing with it?
Show me the group structure under Northwind Holdings Limited, with the percentages.
Which companies are missing a registered office?
What did the board of Northwind Holdings Limited resolve at its last meeting?
Who can sign for Northwind Holdings Limited on a payment of £50,000?
What are the main terms of the shareholders' agreement for Northwind Holdings Limited?
Tips from practice
- Ask a director to name the company in each question. An LLP has members rather than directors, and IQ answers the question as asked.
- Remind them that IQ is an AI assistant: the answer is as good as the records, and anything going to a regulator or a bank still comes from you.
- Give the role to one director first and ask them what they could not find. Missing answers usually mean a register that needs filling, not a role that needs widening.