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.
Gary Pendleton commented
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.
AdminEvgeny Zaritovskiy (VP Technology of Wild Apricot by Personify, Wild Apricot by Personify) commented
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.
AdminEvgeny Zaritovskiy (VP Technology of Wild Apricot by Personify, Wild Apricot by Personify) commented
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)
[Deleted User] 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.
Agree. Our swim club needs this so that emails can be automatically sent to the lifeguards. Not "forwarded."
I just need a box to fill in multiple email addresses separated by comma's in the Organizer(s) field. Currently you only allow 1 organizer.
Susan Culligan commented
Yes! We need a way to send system emails regarding educational events to our Education Coordinator and non-educational events to our Event Coordinator. Currently they both have to get each others' emails and this is annoying.
So, the ability to add separate Event Managers would be great! Also, if there is a way to add categories within the other Managers (System, Membership, Donation, etc.) that would be helpful as well.
Can you please look into http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8827180-event-manager-for-specific-events-only-with-limite ? Is it a better way of doing it after all?
I agree. We just did very first step in this direction back in 4.4, but it was not enough even close. Current thread is to make a proper support of limited event managers.
Gordon Stewart commented
Yes, that would be a better way to do things. However in your post here http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8827180-event-manager-for-specific-events-only-with-limite you stated that the topic "Event-specific administrators " was now considered closed after the release 4.4 which enabled an event manager to receive copies of confirmation emails. In my opinion, the ability to cc an event admin on a confirmation email does not constitute "Event Specific Administration".This thread "Event Manager for specific events only with limited access to other events " sounds a lot like thread 10260. My suggestion to provide an event admin a way to get a dump of the registrant database falls short of full admin capability but (maybe) is a less challenging task and could be implemented on a more aggressive schedule. I hope that these threads are not closed and that we can look forward to seeing some meaningful improvements how events are managed.
The thread you mentioned we considered done when we released version 4.4 http://help.wildapricot.com/display/DOC/Release+4.4 and introduced Event organizer http://help.wildapricot.com/display/DOC/Event+emails?from=6QQaAw#Eventemails-Eventorganizer functionality with corresponding email routing ability.
May I please nudge this discussion? We have been watching this forum for years and waiting for this feature, which would be EXTREMELY valuable to our organization --- the ability to designate one contact as an individual event's "manager", for whom only that event, or any events for which they are manager, would be accessible in admin view, and to whom all event-related emails, such as registrations, etc. would be forwarded. This would be great, great, great.
I saw another thread about this feature in an archived conversation, http://forums.wildapricot.com/forums/308920-archive/suggestions/8831335-event-specific-administrators-10260 ... please consider this idea again! Thank you, and thank you for such an enormously useful tool (in general)
Molly Flanagan commented
I agree. I just started with WA and have fleet captains throughout the US who should have access to updating the events calendar ONLY. This seems like something the Administrator can elect to give a member after they have joined.
Development of two categories for events. Event manager and event administrator.
When you provide staff or volunteers the ability to enter events, they should not have access to the entire organizations finances, contacts and members.
So an event manager can add and edit events. Email the different categories members or all contacts about the event, but not have the access to everything.
Event administrator would have access to everything.
Mia Schober-King commented
My organization has the same needs as far as limiting event managers with access to only their events. As an example, we hire a gatekeeper to sign in our beach members. This employee has no valid reason to look at system pages, contacts, settings, finances, or (yikes) send emails.
We create restricted Board of Director only events where we document meeting minutes that are only intended for a limited audience. As it is now the gatekeeper employee could view this information along with far too much other information that is on a need to know basis only.
As a side note, the same issue arises with webmaster settings. Why a webmaster with access to only one page be, in turn, granted access to all the system files? As an example I would like to grant a blogger access to one specific page. Not sure this can be done without revealing/risking all the system pages including restricted files.
Also, would like to mention, happy to serve as a beta tester. Let me know, if I can help.