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.
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.
Randy Rensch commented
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?
Randy Rensch commented
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.
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.
We could certainly use this functionality as well. We run a sports officials' association. We have several different people who need to add/manage events (officiating assignments for football contests). But they should have access to only their own events. Some of these people are not members of our association, so the only thing they need access to is event management. They don't need to be able to see or do anything that is not directly associated with their event. If there is a payment that needs to be processed, that is all handled by our treasurer, who is a MEMBERSHIP MANAGER level admin and can do all of the financials in WA.
In addition, right now if you set someone as Event Manager they can change the information about any contact in the database (including passwords!). That is one of the biggest problems for us.
Having this functionality would lead to many more orgs like ours potentially choosing WA...
I agree. We have this kind of a need where a person is assigned an event (trip leader for a ski trip). I would love/need to have the ability to assign a person as the trip leader and have them see all the information on each person who has signed up for their trip only. They should not be able to see other trip leader's travelers or financials. And they should not be allowed to change the content of the web pages in any way. They should be allowed to record payments and any other additional information needed. To complicate this process further, I would also like/need to be able to assign a level to the treasurer where they can see all trips and travelers on those trips and all of the financial information but not be able to modify web pages. I know this could be a hard thing to code but I think a well thought out layered system of access levels could be the answer.
You mean that even if they want, they should not be allowed to access any other event, except their own?
Estela Webmaster commented
You are so right! We have volunteers that vary greatly in their computer savvy. It would be amazing to be able to designate an Event Manager for each individual event- or less desirably- for each type of events. That way, they can only mess up their own event- this said with most kindness for our volunteers...
Please make it happen Chief Apricot!!!!