Event Manager without being Event Admin
Prevent Event Admins from editing member data - or allow some events to be configured by non-admin. We want to allow certain members (rotates - different person each year) to be the 'admin' of an event but not give them full access (editing member data, viewing member financial info unrelated to the event). Wish there were a way to allow them to edit and monitor event registrations without being an admin.
I've already commented that this wish, maybe combined with the addition of a second Organizer (assistant, reservationist, whatever) would be firmly in the Top 5 of our organization's wishes, so I won't go on about how we would use it.
Meanwhile, for those here who mention that the Organizer of a single event should not receive emails regarding other events, note Support's advice that each event can have a separate organizer. But that still leaves a problem: Unless the Organizer is herself registered, she will receive all the promotional emails for it.
We have a privacy workaround that involves setting up an autoforward "event address" for each event, at our hosting service. After entering that event address in our Contacts list, it is then specified as the Event organizer. It's a Rube Goldberg scheme, and requires setup by someone trusted to access our hosting account (2-5 min chore for each address) but it works. We can forward simultaneously to the various managers in involved in the event (somewhat obviating the need for separate Manager, Organizer and Reservationist fields), and the Organizer's personal address is not broadcast to our entire mailing list. (However, unless a special Gmail (etc) account is used, it will be disclosed to Registrants who the Organizer contacts. The relevance to this thread (sorry for burying the lead!) is that unless the event address is configured to opt out of mass mailings, the Organizer will get all the promotional emails about ALL our events. Luckily that setup is very easy and a one-time thing.
Alternatively, if privacy is the only concern, maybe each Organizers could have their own Gmail address. I don't know offhand if Gmail can be configured to autoforward. If so, that would resemble our system. But without autoforwarding, accessing a special Gmail account would be yet more work for the Organizers and those who teach them. And it would be a ton of work for the Organization to create and configure many scores of Gmail accounts.
Maybe WA should think about ways to pull all these concerns and workarounds together within the WA system. If not, hopefully some of what I've described will be helpful to some here.
Doug, you can already change the event organizer for individual events. For details, see https://gethelp.wildapricot.com/en/articles/31#organizer
One more addition to my previous message:
1) i. A preset list of hashtags available for assigning to the event.
Doug Walters commented
Would like to see the ability to select a contact as an Event Manager per event instead of only one Event Manager for all events. Most orgs have event committees and chairpersons per event. No need for every committee chairperson getting registration notifications for events that are not theirs.
An admin asked me to repost this message from the following topic:
It is posted here in a slightly edited form. Our organization hosts many events with recurring sessions that, on a limited basis, are open to the public, so we found the proposal in the above link to be too limited. Our typical events will have free registration options for members and the public, the latter of which are constricted by the member event organizer’s Membership Level. In effect, the public attendees are “guests at-large” of the event organizer and can self-register into the event (the organizer, when a member, can also register specific guests as well). We use bifurcated event registrations, to members or the public, as a primary recruiting and retention method for our organization.
1) This proposal is to extend the administrator paradigm by giving a contact (not just a member) Limited Event administrator access to the Administrative View of the organization website. I propose the following options for setting up each Limited Event Administrator.
a. To view or not view but not edit others’ events in the Event List (or a calendar UI). This allows one to see potential event conflicts. See item 3) below for more options.
b. Allowing specific Visibility (i.e. Event Access) settings when creating and editing one’s events. For example, if a Limited Event administrator is restricted to creating Admin Only visibility events then that creates an implicit workflow where that administrator must have de facto approval to change Visibility.
c. A numerical limit on the total number of attendees in an event (no limit is possible).
d. A numerical limit to the total number of future event sessions on the system at any time (no limit is possible).
e. A preset list of Saved Searches that may be chosen from to announce an event.
i. As a sub-option, limits on the number of announcements to reduce “spamming” effects on the recipients.
f. Whether the administrator can create RSVP events, Regular events, or both.
g. For Regular events I see the following Limited Event administrator options.
i. Similar to item 1) b. above, restrict to specific Visibility (i.e. Event Access) settings for Regular events. Because Regular events are more complicated, it is a reasonable control to separate this setting from RSVP events.
ii. A different preset list of Saved Searches that may be chosen from to announce the event. Why is this a different list of saved searches from RSVP events? Because RSVP events cannot have a separate registration limit for the public versus members. If an RSVP event is open to the public, then the organization loses control over how many public members would be admitted to the event. This might be acceptable to many organizations, particularly when they can charge admission to the event. However, for us we have to ration public access differently since our competitors offer free events: we do this using membership dues. Since we have to ration public access differently, it is very likely that our RSVP events would be members only; we would not want to announce such events to the public.
iii. Across all Event Registration Types, set a maximum allowed price ($0.00 is possible; no limit is also possible).
iv. Across all Event Registration Types, set a minimum allowed price ($0.00 is possible).
v. Across all Event Registration Types open to the public, limit the number of non-members allowed to register (0 is possible, which would negate public access; no limit is also possible).
vi. Across all Event Registration Types open to the public, set a minimum price ($0.00 is possible).
vii. Across all Event Registration Types, set a maximum number of guests allowed per registrant (0 is possible; no limit is also possible).
h. Allow the Limited Event administrator to exceed any or all of the limits set above, but highlight the exceeded limits in red (or some fashion). The system would retain an event that exceeds its author’s limits but it could not leave Admin Only status, nor accept registrations, nor be announced by email blast: only a higher level administrator could make these changes. This would provide an implicit workflow.
2) The Calendar interface in the linked to topic is a great idea: event administrators need it too.
a. Calendar events could be coded by their Visibility and/or Open to Registration status.
3) There is more that could be done with the scope of events that a Limited Administrator could view or edit, such as
a. Events by chapter.
b. Events by administrators within a membership group.
c. Events by administrators within a membership level.
d. Events by hashtag.
Giving members backend access to their events becomes a natural way to recruit them as eventual administrators and officers.
Our organization has a lot of events and each committee has to email our admin to get the registration list and setup events. It would be a huge cost saver and convenience if each our committee members could setup an event and check their own registration details.
I'd include this among our top five most important wishes. We run scores of events per year, many of them involving registrations, which are managed by a Reservationist. They are volunteers. Some handle one event, some handle recurring events. Many of them are ordinary Members who should not have access to Admin functions and data, but they do need access to data for their particular event.
Giving them that access would make it SO much easier for them to do their jobs, and thus to recruit volunteers, and simplify life for the webmaster and other admins who manage them.
The event manager should not have access to contacts, dashboards or finances. The only finances that they should have access too is to see if attendees have paid or not. The same goes for emails. They should only be able to email event attendess
Mark Bower commented
Highly desired to have function of designating a member as an "Event Manager" (EM). EM would be designated on a "per event" basis and would be duplicated if an event were duplicated. EM would be able to manually add registrants, manage wait list, cancel registrations, review registrations, export registrations, and send emails. EM would also be able to edit event attributes if that were needed. EM would NOT be able to edit or change contact information.
I'm sorry to hear that. Unfortunately, this not in our nearest plans as of now.
We have about 10 events a week each of which is led by a different person. We've been using Wild Apricot for years but this may be a requirement that we can't work around any longer.
Ross Feldman commented
Yes, we have 5 chapters and not all the leaders want event notices for the other chapters, we would like to only have specific Event Admins for Specific Events
Dan Carr commented
We are a dog breed organization with approx. 2000 members. The organization sponsors a little over 100 one to three day test events a year across the United States that are managed independently by approx 90-100 members. We feel we could centrally establish each event using the ranks of our current Admins, but the event organizer (we call them the test secretary) currently accepts registrations via postal service for a limited number of slots (10-25/day) for each event. Then they create lists of registrants and alternates and maintain those lists as registrants withdraw. We think we could utilize the Event Registration system, but cannot give admin privileges to the test secretary as they should only be able to see and manage the registrants for their assigned event. Even though we expect the vast majority of registrations will come via the Wild Apricot Registration Service, the test secretary must have the capability to register entrants that arrive via postal services and record off line check purchases. They need the capability to send updated lists to all registrants of their event. As others have stated and because we are an all volunteer organization having a central admin who updates the events with withdrawals and payments and generates spreadsheets/lists for the secretaries is not a viable system. We would encourage you to provide updates to the security model so that a person could be authorized to handle all details of their event, but not have access to other events or general membership data.
Goldie Welch commented
We are a 1200 member club, give Organizers access only to their own event, members contact information such as Name, email and phone number. Be able to see how many signed up and if they paid but do not want them to be able to refund money. We do NOT want to give organizers full admin privileges.
Malcolm de C commented
We are a golf society of 950 members with some 120 matches per year, most of which are run by different members. We set up the matches centrally so that match managers do not have to do that part of event management but we require the match managers to respond to registrations and send out confirmations and starting sheets
The majority of match managers only go on to the admin site once a year to manage a handful of players and few of them have the ability (and patience) to manage the current ‘registration’ site - so resort to managing the match outside the system, which defeats the whole point
With a good number of votes for this request, which was started almost two years ago, I really hope that we will something done - it would also make Wild Apricot very much more attractive to potential customers who find the current administration facilities less than intuitive
I want to give this right to the majority of our members so the limits on some types of administrators would also have to be relaxed.
Agree. Events Manager should not have access to Membership Invoices, only event invoices.
Also need Limited Event Managers for specific events. Our club has 3+ community events each year, each has a different manager. These managers do not need access to our club member database. (other than maybe view)
Managers need registration view and edit, view of payment, receipt of payment for event and check in ability. Also ability to add walk-in attendees.
Give Organizers admin access (only) to their own event. It's absurd that our Organizer/Reservationist for each event has to depend on an admin to email them a spreadsheet just so they can track who has signed up and status etc. But we do NOT want to give these dozens of Organizers full admin privileges. Also, their access should expire when the event has passed, or a specified period thereafter.
We use the Wild Apricot system as a means for our registered members to sign up for paddling sessions. It would be extremely helpful for our coaches if (1)
(2) If there was an easy way for the coaches to print the attendees list. Right now it is spaced out so much that it can take up to three - four pages. Not all of our coaches are administrators and don't require that access.
Our club sells ski trips and we want each trip leader to be able to manage their event (add or delete or edit participants registrations). But for their event ONLY not the whole website. PLEASE dear Wild Apricot.