Create a User Role

System roles needed: System Admin

As a system admin, you are able to create custom roles that you can then assign to specific users. This article will walk you through creating a role. For more information on the individual permission settings for custom roles, please see Understanding User Role Permissions.

  1. Click on your name in the upper left corner and select System Admin to access the Admin console.
  2. Click lock_open Roles on the left.
  3. Click the + add icon next to Roles.
  4. There are several options:
    • Empty Role: Nothing will be preselected, and all dropdowns will start at None.
    • Full Access Role: Everything* will be preselected, and all dropdowns will start at the highest permission.
      *The only setting that will not be preselected is Book Internal Only, as that would actually limit the role.
    • You can also create one of several standard roles. When you select a standard role, the Create Role slider will open with certain permissions pre-checked. You can then add or remove permissions to customize the role for your venue. For example, you may wish your Detailing users to be able to mark invoices as sent — simply check the Mark invoices as sent permission. For specifics about the permissions in each standard role, see Standard User Roles.
    Select one of the options to open the Create Role slider.
  5. In the slider, add a name for the role.
  6. You can also add an optional description of the role to note what it will give users access to.
  7. The Account-Wide Access settings are split into two sections: checkboxes and dropdowns. These tend to relate to specific pages and what users can do there.
    • Check the boxes for the permissions you want users with this role to have.
      • A dropdown for Task Templates will appear when Tasks is checked.
      • Edit Shared Saved Views will become available when Edit Private Saved Views is checked.
    • Select None, View, or Edit for the dropdown permissions.
      • If Invoices is set to Edit, the Mark Invoices Sent option will appear. Checking that option will cause the Mark Invoices Unsent option to appear.
  8. Click the + add icon next to Venue-Specific Access.
  9. Select a venue from the dropdown. With just the venue selected, users with this role will be able to see basic information for events booked in this venue.
  10. If this role should not give booking access, set the Highest Booking Status field to None. Otherwise, select the highest status users with this role should be able to book events as:
    • Inquiry: can only book inquiries
    • Prospect: can book inquiries and prospects
    • Tentative: can book tentatives, inquiries, and prospects
    • Definite: can book events of any status
    Your status names might differ slightly. For more information, please see Customizing Event Status Names.
  11. Select None, View, or Edit for the dropdown options.
  12. Check any of the final venue-specific permissions this role should include.
    • Checking Finances will make more specific financial options appear.
    • Event Visibility Settings will appear when View Hidden Event Details is checked.
  13. Click Save.

    You can click the + add icon again and pick specific permissions for the next venue, but you can save some time if this role needs the same—or similar—access across venues.

    1. Click the file_copy copy icon next to the venue you want to copy permissions from.
    2. Select the venue you want to copy the permissions to.
    3. Click Save.
    4. If you need to edit the copied permissions, click the edit pencil icon.
  14. When the desired permissions for this role are all set, click Save.
  15. Your new view is now available. If you added a description, it will display under the role's name in the list.