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.
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.
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.
Dan Carr
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.