★ User Roles
VenueOps users are assigned different roles based on their workflow. Each role gives users access to permissions and features needed to fulfill that role. Current roles are:
- Director of Sales
- Sales Manager
- Event Coordinator
- Director of Operations
- Operations Staff
- Calendar Viewer Only
Each user will have one "workflow" role per venue; there's generally no need to double up. For example, a Booker has all the permissions of a Sales Manager plus Avails. Bookers, Directors of Sales, and Sales Managers can do everything an Event Coordinator can. Unique permissions are in Director of Sales (contract approval) and Director of Operations/Operations Staff (access to the Operations Daily View).
- Any user may also have the Sys Admin or Accounts Receivable role in addition to their workflow role.
- All roles except for Calendar Viewer will have access to Company Settings (Inventory, Price Schedules, and Task Templates).
- The chart below is feature-based; for more information on how to apply these roles to the users at your venue, see this article.
- There is some nuance to how different roles interact on events which are booked in both venues when a user has different roles in each. Please see this article for all the fine print.
|VenueOps Features||Booker||DOS, Sales Manager||Event Coordinator||DOO, Ops Staff||Calendar Viewer Only|
|Contract Approval||DOS Only|
|Creating/Applying Task Templates||✓||✓||✓|
||✓||✓||✓||download only||download only|
|When documents are uploaded, you may specify which roles may access them.|
|Event Orders||✓||✓||✓||download only||
|Exhibitor Orders||✓||✓||✓||download only||
|Operations Daily View||✓|
|Unlock an Invoice||add A/R role||add A/R role||add A/R role|
|Add/Edit Payments||add A/R role||add A/R role||add A/R role|
|These roles have access to the Reports page. Reports are shared on a user-by-user basis.|
|These roles have access to the Dashboards page. Dashboards are shared on a user-by-user basis.|
|System Admin||Add this role to a user to allow them access to the Admin console to control account-wide settings. For details about the sys admin role and the settings they can access, please see this article. There's no limit to the number of admins on your account, but we recommend limiting it to a few key users.|
|Insight Admin|| Insights Admins are able to create and edit Insights reports as well as share them with other users, add descriptions, and see run counts and who last ran a report. While this role must be added to users by the EventBooking Client Success team and there is no limit to the number of users who can have this role, we recommend only giving it to key users on your account.
|Accounts Receivable||The accounts receivable role allows the user the ability to add, edit, and remove payments. Note that the AR role does not stand on its own - you must give a user permission to the event details page via one of the other roles. For example, if you would like to give someone in your Finance department the permission to log payments but limit their ability to change bookings, we recommend pairing the Event Coordinator + Accounts Receivable roles for them.|
|Calendar Viewer Only|| A Calendar Viewer has access only to the calendar and information visible on the calendar and summary slider, including estimated and actual financials and any outstanding balance. A calendar viewer does not have access to the accounts, contacts, or events lists. A viewer is able to export the calendar to PDF, but cannot access the iCal feeds.