Event Manager for specific events only with limited access to other events
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.
One more addition to my previous message:
1) i. A preset list of hashtags available for assigning to the event.
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.
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
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.
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.
Please add this feature! We organize ski trips and it would be extremely helpful if each trip leader could be the administrator of his/her event: add or delete participants, edit their registrations and so on. We would be giddy with happiness! thank you so much.
Estela VP of Ski Trips
Dear Wild Apricot;
It would make our Club wildly, giddily happy if each event can have a different administrator, with the ability to add attendees to that event or to edit the registrations for that event. But that right would be FOR THAT event ONLY! We sell ski trips and we would like each trip leader to have control of their event (but not the others)
Is there a way to do that right now? Hoping… J
Thank you so much in advance
Our domain is www.gatorsnowskiclub.com and this would be extremely useful to manage the ski trips.
VP | Ski Trips
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.