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.
Kendra Sechovec
shared this idea
Hello everyone,
I've been working on this idea for a while, and most of you have described the same trap. You need a volunteer to run one or several events, and the only way to let them is to hand over your whole contact database and your finances. But there are different events and different needs. So I'd like to test the shape with you before we build it.
The idea is to maintain the current role of Event Manager, which currently grants access to all events. However, you can also limit this access and assign the person to specific events by choosing from one of three levels of access:
- Check-in assistant - welcome people at the door, handle walk-ins. Sees their assigned events and who's registered. Checks people in, signs up whoever turns up, takes payment at the door. Cannot edit the event or its registrations.
- Registration manager - help with accepting and managing registrations, including waitlist, before/during/post event. Has access above, plus edit and cancel registrations, run the waitlist, export their own list, and email their own registrants.
- Event lead - complete event management, including tickets, emails and event details, for assigned events. Can duplicate an event they run.
Imptortant note: At every level there is no access to full contact list and details (only registration information), member records, invoices or payments, no refunds, and no sight of any event they haven't been assigned to.
I'd like your reaction to some of that:
- Do these three levels match how your events are actually staffed, or is something sitting in the wrong one? Maybe overkill even.
- Assignment is per event. If you run 100 or more events a year, does that work? We will copy the assignment with event.
- A person gets one level across all their events, you will assign the new role same way as you do now. Does that break anyone who wears two hats — a committee chair at one event, a door volunteer at another?
- Any other concerns?
On the admin mobile app, you'll probably notice the quickest benefits. It already performs the essential functions of a check-in assistant — QR and manual check-in, managing registrations, guests, waitlists, and recording payments. Currently, door volunteers can't use it because it needs full event manager access. Once access can be limited, the app will be accessible to those requesting it for their assigned events.
Please let me know your thoughts.
Best,
Katya Tyukina,
Sr. Director of Product, Momentive software.
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Estela Basso
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!!!!
Thanks
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Dmitry Buterin commented
Additional details from another client:
I’m glad you’ve asked me about this one, because once I lay it out, you might see why this would help organizations like ours. Our volunteers range from very tech-savvy to driving around in covered-wagons. So I do not trust many of them to have full admin access. However, I often must make them Event-Level admins so that they can check on their registration numbers, etc. Of course, it would be bad if they messed-up their event by accidentally deleting it or something. But at least it would just be their event. However, if I make them Event-Level admins, they could also completely mess-up OTHER people’s events. To minimize this risk, I decided to make them Read-Only admins so that they could check/download their registrations lists. This alleviated the risk of messing things up. But it also dramatically reduced the privacy of our members because Read-Only admins can see which of our members haven’t paid their dues, what they’ve done in the past, get the mailing addresses of people who HAVE NOT registered for their events, etc. So I was forced to settle on having each person who is in-charge of an event email me whenever they want an updated registration list. Then I have to download it and email it to them. This is a pain because I am a volunteer as well!
In a perfect world, I could:
1) choose a person for each event to have EITHER full or read-only access to ONLY that event
2) choose EITHER full or read-only when making someone a Membership Admin. This would be helpful for our Treasurer who needs to look at invoices and renewal info, but shouldn’t be able to modify those records.
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Evgeny Zaritovskiy
commented
In other words, you want different people to be responsible for different events without ability to change other events, right?
We made some moves into this area - see http://forums.wildapricot.com/forums/308920-archive/suggestions/8831335-event-specific-administrators-10260 - but this was very first step.
What you are speaking about, is evolution of this into more organized and automated forkflow. We've had comments about that and we have this in our design queue, but there is no timeline for that.
Thanks for sharing your ideas!
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Gordon Stewart
commented
We use the event registration system as a way to have members volunteer for committees. For a recent event we had 72 different committees, each with their own event and committee manager. The committee manager needs to be able to develop an email list to communicate with the committee.
In release 4.4 (?) we got the ability to direct a copy of confirmation emails to a member (committee manager). This appeared to shut down all the related requests to allow a member limited management authority over an event. This need still exists.
Many of the requests to have a member manage volunteers could have been met by providing the committee chair with the ability to request an "Export Registrants" of the committee they manage.
Whether this is implemented as part of the member system (like a group) or as a by-product of being the recipient of confirmation emails (or by an API?) does not matter but this ability would completely change the way committees are managed.
The basic need is for an event manager to be able to retrieve a list of attendees and their email addresses.
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M. Smith
commented
How a about a feature to allow an event manager to only have admin access to a subset of all the events. I want to be able to assign event manager rights to only a type (meta data tags) of event not all events. Or another option might be to allow only admin rights to those events that, that person has created.
Thanks
