What are the different Permissions I can set for my team and company?

Permissions are an important part of how EventGeek streamlines event collaboration. This article explains how Permissions work and covers the following topics:

  • Orgs, Teams and Events
  • Access vs. Membership
  • Access Roles & levels
  • Additional sharing options

Permissions are best used for active collaborators such as event managers, marketers and sales reps at your company.

There's also a suite of options for publishing view-only Event Lists, Briefs and Forms that don't require viewers to have an account at all.

Orgs, Teams and Events

In EventGeek, the basic account structure is Org, Teams and Events.

  • Orgs are the top-level of an account. All users (or "Members"), Teams and Events belong to one and only one Org. 
  • Teams are a great way to group Members and Events. People who work on a lot of the same Events can collaborate more easily in a Team. Orgs must have at least one Team, while creating multiple Teams is an option and recommend for larger companies. Teams at larger companies are often based on sales territory and business division.
  • Events are events! Events belong to one and only one Team. Also, they are unique to each year. For example, CES 2019 and CES 2020 are two separate Events. 

You can use Events to keep track of other non-event types of projects, too...  we promise not to tell. 😉

A common alternative use case for Events is to track webinars and digital marketing campaigns, especially when they have complicated calendars and budgets. 

Access vs. Membership

Access and Membership are closely related, but it's important to note that they  not the same.

  • Access is the ability of a user to see and update an Event and the details of that Event, such as the Budget. There are three different Access Levels: Full, Limited and None.
  • Membership is the association of a user to an entity, such as an Org, Team or Event. 

Note that Membership in an Org, Team or Event doesn't necessarily mean that a user has Full Access to that Org, Team or Event.

For example, Org Admins automatically have Full Access to all Events, but an individual Admin may rely on her Teammates to manage most of the Events in her Org and only be Staffed on one or two Events herself.

Another common example is having Event Staff with No Access for VIPs or speakers. In this case, event managers can manually export the VIP or Speaker's schedule as a PDF and send it as calendar invite, without allowing the VIP or Speaker to sign into her Org.

Putting it all together with Roles

Now that you understand the Org-Team-Event account structure and the difference between Access vs. Membership, you can see how they work together as Roles. 

Roles reflect the kind of loose-knit collaboration that's found in events and corporate event portfolios. With Roles, you can mix-and-match Access to Teams and Events in a way that reflects how your team and vendors collaborate.

Org Admins

  • Are automatically added as Team Members on all Teams
  • Have Full Access to all Events
  • Can create, view, update and delete all Events and all details in those Events
  • Can create, view, update and delete Org Settings, Event Lists, Request Forms and Brief Templates

Team Members (Full Access)

  • Have Full Access to all Events on the Team
  • Can create, view, update and delete all Events on their Team and all details in those Events
  • Recommended for event managers and close collaborators from marketing and design teams

Team Members (Limited Access)

  • Team Members with Limited Access are not currently supported... if this is something you're interested in, please let us know!

Event Staff (Full Access)

  • Can create, view, update and delete all details in the Event
  • Cannot delete the Event itself, unless they are a Team Member
  • Cannot create new Events, unless they are a Team Member
  • Must have Full Access if they are a Team Member, which you'll see as "Full Access (via Team)" on the Event Staff tab
  • Recommended for event managers and close collaborators from marketing and design teams

Event Staff (Limited Access)

  • Can view the Event and their assigned Tasks, Schedules, etc.
  • Cannot delete the Event, create new Events or update Event details, such as dates and locations
  • Can view their Task Assignments and update the Status, add Comments and Attachments on those Assignments
  • Cannot create or delete Tasks or update Task Due Dates
  • Can view and update their own Meetings, Meeting Notes, add Contacts to Meetings, etc. in the Event
  • Cannot view the Event Budget or Attachments associated with Budget, such as invoices
  • Recommend for sales reps, agency staff and vendors

Event Staff (No Access)

  • Cannot view, update or delete the Event
  • Isn't sent any email about the Event
  • Cannot sign into your Org if they're only added with Event Staff (No Access)
  • Cannot create or update Contacts or Meetings if they're only added with Event Staff (No Access)
  • Isn't sent any email about EventGeek at all, including the Welcome email, if they they're only added with Event Staff (No Access)
  • Recommended for VIPs and speakers

Additional Sharing Options

Permissions are best used for active collaborators, such as event managers, marketers and sales reps at your company. 

For passive collaborators, you can publish view-only Event Lists, Briefs and Forms, as well as export to spreadsheet, PDF and calendars.

When publishing, you can restrict access to company employees using SSO.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us