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  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, you can have a No Access Event Staffer who's staffed on a schedule but can't see that schedule. Or you could have an Org Admins who has Full Access to all Events in her Org, but may be a Staffer on only one or two of those Events.

Putting it all together with Roles

Roles fit and facilitate the kind of loose-knit collaboration that's found at companies when they do events.

Now that you understand the basic account structure (Orgs, Teams, Events) and the difference between Access and Membership, you can see how they work together as Roles. 

Org Admins

Org Admins have a special Role. They're automatically added as Team Members on all Teams. As such, they have Full Access to all Events. They have the ability to view and update all Events, including creating or deleting them. 

Only Org Admins can view and update Org Settings, Event Lists, Request Forms and Brief Templates.

Team Members

Team Members have Full Access to all Events in the Team to which they belong. They do not have to be on the Staff of Events in their Team to view or update those Events.

If a user is not on a Team, they cannot even see that Team or any of the Events in it, unless they're added specifically to one of those Events as a Staff Member.

Currently, there's not a way to add Team Members with Limited Access. If this is something you'd like to see, please let us know!

Event Staff Members

Event Staff Members can have Full, Limited or No Access to Events.

If a user is on a Team and added to an Event in that Team, they will have Full Access to that Event, and this cannot be changed. In this case, you'll see "Full (via Team)" as their Access Level on the Event Staff list.

  • Limited Access Event Staff can view but cannot update the Event, such as changing the dates or location. Limited Access Event Staff can view and update their own tasks, schedules and travel plans within their Events. However, they cannot update those in major ways, like deleting a task or changing the task due date. Limited Access also means they cannot view the overall budget for the Event.
  • No Access Event Staff cannot view or update the Event at all. If the Member is Staffed on all their Events with No Access, they won't be able to sign into your Org and won't receive any emails at all from EventGeek, including the Welcome email. Note that you can still share Event Lists and Briefs with No Access Members by publishing them to a public url. You can also restrict this access to only your company employees by setting up SSO.

It's possible to mix-and-match Access to Teams and Events in a way that facilitates how people and groups across your company and externally collaborate on Events.

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.

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