User Roles and Permissions
Adding users and customizing their role allows you to grant permissions to individuals associated with your organization and events. You can add users to your organization or your event.
Users with org permissions grants permissions to all events owned by that organization, while users with event specific permissions only apply their permissions to an individual event.
This article includes:
Organization Users
A user with org level permissions will have those permissions on all events owned by that org. When setting up an org level user, you can choose a set role or a set of custom permissions. This section will explain how to create and edit org users and explain the purpose of the different org user roles.
Managing Org Users
To create or edit an org user, go to your organization page and then click Organization Users in the sidebar. To create a new organization user, click Add Organization User. To edit an existing user, click on their name or email.
Choosing an Org Role
Quickly add users to your organization by adding them as one of the following org roles:
- Org Admin: The highest level org permission. Users with this role are able to manage the organization as well as all events owned by the organization.
- Org All Events Manager: Has full permissions related to creating and editing events. Unlike an org admin, they are unable to change settings on the organization such as org details and org payout settings.
- Org Check-In User: Able to check-in attendees online or through the app, but is not able to view or edit details related to events or organizations.
This diagram provides more information about which permissions each user role has access to. Additional details about these permissions are provided below.
Customizing Org Roles
To customize an org user’s role, select Custom Permissions in the Org Role drop down then Add Role. The permissions you select will be granted to the user for all events for the organization.
There are two types of permissions you can give a custom org user: Organization Permissions and Event Permissions. This section further defines organization permissions and you can learn more about event permissions in more detail below.
Custom Org Permission: Organization Permissions
Manage Organization - Permissions related to modifying organization information and users
- Organization Details - Allows editing organization details (name, description, logo, etc)
- Organization Payout Settings - Allows connecting a Stripe account for event payout and allows editing organization payout settings in general
- Organization Users - Allows adding organization users and editing their permissions for the organization
- Organization Promoters - Allows managing organization promoters and viewing their promoter dashboards
- Organization Businesses - Allows managing organization businesses, charities, and venues (for timed entry events)
Organization Reporting - Permissions for viewing organization data including event data, financial data, and order data
- Upcoming & Historical Dashboard - Allows viewing the upcoming and historical dashboards. The org dashboards show a list of events, revenue, and ticket counts.
- Attendee Look Up - Allows permission to view and use the attendee lookup page. The attendee lookup page allows you to lookup orders across all events for the organization.
- Compare Events - Allows viewing the compare events reporting page. The compare events reporting page allows users to compare revenue and ticket sales between any two org events.
- Cross Event Reporting - Allows generating reports from the cross event reporting. This allows the user to pull reports across several events that include attendee or order details (Name, email, # tickets, etc.).
Custom Org Permission: Event Permissions
By granting a custom org user event permissions, the user receives access to these sections for each event for your organization. Learn more about event permissions.
Event Users
A user with event level permissions will only have those permissions on the individual event they are added to. To manage event level users, go to your event and then choose User Access from the sidebar. To create a new user, select Add a User. To edit an existing user, click on that user's name or email.
Event Permissions
This section provides an explanation of event permissions. Event permissions apply when creating a custom org user or an event user. The event permissions for a custom org user apply to all events for that org, while the event permissions for an event user will only be applied for that event.
At the Gate/Box Office Management - Gives the ability to check-in attendees, create box office orders, and view check-in reporting.
- Check in Attendees - Ability to check people into an event online or via mobile app
- Create Box Office Orders - Ability to create box office cash or credit orders online or via mobile app
- (App Only) Exceed Order Limits - Ability to create orders through the app that exceed ticket type, registration, and order limits.
- (App Only) Cash Drawer Management - Ability to open the cash drawer without a sale in the mobile app.
- (App Only) View Basic Check-In Data - Ability to view overall check-in data including total tickets and how many have checked-in in the mobile app.
- (App Only) View Advanced Check-In Data - Ability to view advanced check-in data including the ability to filter data by ticket type, activity, and date/time in the mobile app.
Financial Dashboards, Orders, & Reporting - Gives access to viewing dashboards, modifying orders, and downloading attendee reports.
- Financial Dashboards & Data - Ability to view financial dashboards including current sales data, historical sales data, box office sales data, and compare event financial data.
- Manage Orders - Ability to manage orders including the ability to void and refund orders, manage waitlists, and resend confirmation emails.
- Manage & Change Seats on Orders - Ability to manage and change seats on specific orders.
- Download Attendee Info & Reports - Ability to download all attendee and order reports.
Tickets & Ticket Settings - Gives ability to manage ticket types, merchandise, and ticket settings.
- Ticket Fees - Ability to view and edit ticket fee settings.
- Ticket Types & Merchandise - Ability to edit ticket types and merchandise, edit their specific settings, and manage ticket access codes.
- Tickets Settings - Ability to edit general ticket settings.
Developer / Web Integration - Gives access to developer tools like embeds, sales modals and iFrame code.
- Website Integration - Ability to view website integration options like the embedded event checkout modal or the iFrame.
Edit Event - Gives full access to editing an event, managing photos and videos, managing sponsors, and more.
- Event Settings - Ability to edit general event settings like publish settings, opt-in settings, order form fields, analytics settings, etc.
- General Details - Ability to edit general event settings like event name, date, location, description, etc.
- Manage Charities & Donations - Ability to manage event charities and donation settings.
- Manage Event Schedule & Access Points - Ability to manage the event activities schedule, access points, time slots, etc.
- Photos & Videos - Ability to manage the event photo gallery & videos.
- Questionnaires - Ability to create and modify questionnaires. Does NOT give access to download results.
- Social Links - Ability to manage event social links.
- Sponsors - Ability to edit and manage event sponsors.
- Style / Theme - Ability to edit the design of the event and tickets page.
Manage Promoters - Gives ability to manage promoters and their affiliate links.
- Manage Promoters - Ability to manage promoters and their affiliate links on this event
Marketing, Promotion, and Communication - Gives access to manage promo codes, create complimentary tickets, send emails to attendees, and more.
- Email Attendees & Manage Mailchimp - Ability to send emails to attendees, view previously sent emails, and manage your Mailchimp connection.
- Manage Event Affiliate Links - Ability to manage affiliate links and view their performance and sales.
- Promo & Discount Codes - Ability to create and manage promo codes.
- Send Complimentary Tickets - Ability to send complimentary tickets. *This does not include access to manage complimentary orders.
- Send SMS Messages - Ability to send SMS messages to attendees and view previously sent SMS messages.
User Access - Gives ability to create users, manage user access and their permissions.
- Create Users & Edit Permissions - Ability to create users and edit their permissions on this event
App Permissions
A user's permissions also determines what they can access while using the mobile check-in app. This section covers which event permissions apply to the check-in app and what they grant access to.
At the Gate/Box Office Management
- Check in Attendees - This permission gives users access to the Scan and Attendees tabs in the app
- Scan Tab: Users can scan a ticket to check-in, check-out, or look-up the order
- Attendees Tab: Users can search for attendees by name or ticket ID and manually check-in tickets
- Create Box Office Orders - Gives users the ability to create sales on the mobile app
- (App Only) Cash Drawer Management - If you are using a Star Micronics printer and cash drawer, this permission will give users the ability to open the cash drawer without additional authorization. If a user doesn't have this permission, they will need additional email and password authorization to open the cash drawer.
- (App Only) View Basic Check-In Data - Allows users to see basic attendance data. This includes the total number of tickets, how many tickets have been checked in, and the amount of people who have checked in by ticket type. This does not allow for advanced filtering or to view sales reporting data.
- (App Only) View Advanced Check-In Data - This permission gives users access to the Check-In Reports tab where they can view advanced check-in data such as check-ins over time and check-ins by payment method.
Financial Dashboards, Orders, & Reporting
- Financial Dashboards & Data - Allows access to the Sales Reports tab where they can view sales financial data and sales by ticket type
- Manage Orders - Allows the ability to refund orders directly in the app