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.
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
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.
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.
I'm a Sailing Club. For our "Sailing Events" crew registers and completes registration form with skill level, crew position preferred, etc. Our Captains (who are in a special group) want to see the details from the registration form in order to select crew.
Today, the Sailing Event organizer must export registrants details and circulate the spreadsheet only to be outdated as soon as another crew registers. Its hard to keep up with. Advantage to Crew who now can signup with specific skills/preferences, but still a nightmare to the event organizer and Captains/ users of the data.
Appreciate you help in improving per many of the comments in this thread.
Thanks Sheila O'Neil
Cindy Cooper commented
An Event Manager admin doesn't have access to other info. HOWEVER, we have numerous people managing maybe 1 or just a few events. We don't want to give them Event Manager admin permissions because we have already used our 10 admins for other purposes. We would like them to have the ability to set up and manage just their events.
Bruce Doll commented
There is a small box for "will bring to share" for an event, but it can only be seen by administrators. It needs to be visible to all members to facilitate coordination. Thanks!
We too need the option for assigning a level for short term event chairs to be able to export event lists and view event info without having the full admin privileges of editing member profiles, recording payments and viewing everything in the system. Each year that person (needing event export ability) may change to a different person. We found that we can't even assign them as "view only" admin because that allows viewing of all data and cannot send group emails ( a necessary function when you are in charge of an event).
We have a similar problem where we want our co-chairs to have access to only the registration list. Currently, the event manager setting allows the user to do too much, such as emailing members, editing invoices, etc. What we really need a lower user level that can only view the event registrations or maybe just edit the events, but not anything else.
This would be a convenient feature for us. we have separate field trip leaders who would like to have the registration information prior to the trip (to arrange carpools) as well as the day of the trip to check in participants. If an admin is not there, they can't verify registrations.
Read it finally, sorry for the delay. Thank you so much for the details, Randall. You definitely have a complicated setup. My key understanding is that you have special people who you do not want to give normal Admin access (so they can do what they need to do), you need to restrict their access a lot.
PS: Thank you for your interest, in asking for details.
We are a ski club, and run events of various types. Some are evening get-togethers involving no charge by us (eg. a happy hour, dinner or ice skating at a local venue) some involve a charge (e.g. a party or group-tickets film), some are weekend stays at our lodge in New England. Of those stays, some are bus trips requiring payment in advance, others are carpools where people pay at the end of the weekend.
Each event has a "reservationist" who takes reservations, keeps track of "sales," arranged drivers and riders, assigns rooms or whatever the event entails. For decades we've done this using spreadsheets and/or our own proprietary software (a PHP-written CMS backend that produced our website calendar, created emails, managed data, stored documents securely (.htaccess level) and stored how-to screens). Understandably, we didn't want to be dependent on one or two members who created that system, which is why we turned to WA, which had meanwhile grown more robust and versatile.
Unfortunately, not quite versatile enough for us to use without requiring way more training and managerial effort than should be necessary. Previously, an event would be put on the calendar and various people would make it happen. But now, especially now that this year we decided to try requiring Registration for almost all events of all types, our Reservationists can't even reliably get the registrant data! They get an email, but what if it goes missing? And having gotten all the registrant emails, then they have to, what, create a spreadsheet or some such document? That's missing the point of this system, eh?
So now someone on our management committee (i.e., and Admin) has to export the data, ideally every day, to each and every Reservationist! Multiply that, during our peak season, to two or three local events every couple of weeks, and four weekends a month, and it just gets silly to even consider.
It would work so much better if each reservationist could access the Registrant data for their respective event, ideally with the ability to add or revise data and add or remove registrations, without giving them access to the whole system (with the obvious data and privacy risks in that). When the particular event is over, we would then want to cancel that Reservationists' access either manually or automatically.
By the way, we've always called them Reservationists, but that's also an important distinction. The person who organizes and event is not necessarily the person tracking reservations. Sometimes yes, sometimes no. And sometimes there is more than one organizer. Yet we're limited to one Organizer per event, with our automatic emails going out with their personal address as reply-to. That's both a privacy and a security issue (about which I've placed another wish on the wishlist already), so for each event we create an autoforward at our domain registrar, which is the one we publish and (after putting into our Contacts list and setting preferences so it won't get all our emails), is the one we specify as Organizer.
I hope that gives you a sense of our workflow. I'm not sure my offhand description is as organized as our procedures themselves are, but they've worked for decades, and now with WA, some of our people have gotten pretty confused. Some of it is just the transition from paper to computer, but some is a result of having to shoehorn our systems into your capabilities, which are great in some ways, but in others very limited or inflexible. (For example, the Registration form itself, which I've also already mentioned on the Wishlist).
I'd be happy to walk you through some actual events if that would help. But the bottom line is: help us distribute the workload so that our individuals who volunteer their time to help with an event can truly collaborate and each do a part of the job, without requiring more than supervisory involvement by our management committee members and webmaster, who are also volunteers.
Could you describe how you organize your events? What are the roles you have? Who you communication with each other? What is the workflow, who does what and who has or has not access to some data? This would greatly help us to understand the problem.
I think this might be part of this wish:
We have several people in charge of various types of events. Each event has a Reservationist (who you call Organizer), who tracks registrations, and payments, arranges car pools, orders refreshments, etc. Currently all a Reservationist receives to work with is a bunch of emails, which in some email environments are hard to organize, hard to work with, and easy to miss (and in one case was questioned as a test or spam). If they want a list or spreadsheet, someone with Admin privileges must download data as a spreadsheet, ideally doing this every day and for every event -- a huge task that should not be necessary and will not be done. (Someone has asked me, if I still have to circulate spreadsheets, why do we need WA?)
We need to give limited or read-only access to each Organizer, so they can see current registration data for their event. Ideally they should also be able to make notes and changes, but only in their own event, and (ideally) only in event-related fields, and they should not see sensitive data.
I would settle for the Organizer being able simply to download the Registrations data themselves, as either a spreadsheet or organized list (text and/or Word file), for their event only, without needing further Admin privileges.
I agree, this is critical. We can't very well give a dozens of Organizers broad Admin privileges. This year we decided to require Registration for all our events (as opposed to also accepting reservations by email), but what's the point if our Reservationists can't access it?
Limited or read-only access by Organizer to registration data for their event.
Currently our Events Manager has to produce a spread sheet every day and email it to the respective Reservationist (Organizer), doing this for EVERY event. An impossible task. And if we need to circulate spreadsheets, why do we need WA? (Sorry)
Chuck Pena commented
This is critical. An event coordinator for Event A shouldn't be able to do anything to Event Z.
This would be great for our organisation - we have volunteers across various states who manage events and we would like to give them access, but without the risk that the member information is open, or would be changed.
Dave Hall commented
This would be helpful for us too. We have a board and some key volunteers for our non-profit who do our day to day things but we will typically have someone else for our larger events who we want to take care of everything within an event but without privileges to fiddle with memberships or other events.
Within this structure sometimes we also have volunteers who would need limited privileges for a particular event such as not change anything about the event but see the registrations to check-in attendees and/or record payments (and generate updated invoices) and/or add registrations.