★ User Role Permissions

System roles needed: System Admin

When user accounts are created, they will be assigned roles which give the users specific permissions to features or data. These roles are created for your VenueOps account by your Sys Admin, allowing the roles to be customized for your venue and workflow.

This article outlines in detail what each permission does. Need assistance? Please don't hesitate to contact our Client Success team.

There are two system roles which users may also have:
  • The Sys Admin role gives access to the Sys Admin section. Sys Admins also see:
    • All documents for accounts and events
      For more information, please see Uploading a Document.
    • All shared views for the calendars, lists, operations page, and activity log
      For more information, please see Custom Saved Views.
  • The Insights Admin role allows the user to create, edit, and share Insights reports and dashboards. This role must be assigned by EB Client Success.

The permissions on user roles fall into two broad categories:

  • Account-Wide Access: These permissions give access to features or information which are not specifically tied to events.
  • Venue-Specific Access: These permissions give users access to event information on a venue-by-venue basis.

Note that at this time, all users will have access to Search as well as My Settings (which includes email notifications).

  1. Events Calendar: This will give the user access to the Month, Grid, and Day calendar views. Only events which the user has venue access to will appear on the calendar.
  2. Avails Calendar: The user will have access to the Avails calendar. Only events which the user has venue access to will appear on the calendar. Please note that all users have access to search at this time, so if you use this view on its own to give access to outside users (such as promoters) they will be able to access event information by searching.
  3. Events & Functions Lists: The user will have access to the Events and Functions Lists. Only events and functions on events which the user has venue access to will appear in the lists.
  4. Please be aware that if a user has venue access which allows them to see an event on the calendar or lists, they will see all information available on the list or calendar views which they have access to. If you wish to limit users' access to information, you may do so via shared views. Please see Custom Saved Views for more information.
  5. Operations: The user will have access to the operations daily view. Only event details belonging to events which the user has venue access to will appear.
  6. Tasks: Giving a user Tasks permission will give them access to the main tasks page. If the role also has Accounts & Contacts permission, they'll see the tasks page on accounts and contacts. If the role has venue access, the user will see the tasks page on events they have access to. On the main tasks page, the user will see all tasks which either a) are not associated with any event, or b) are associated with events which the user has venue access to. Please note that if the user can view the task, they will see which event, account, and contact are associated with the task.
    • Once you give a user Tasks permission, you also have the option to give them view or edit access to task templates:
      • View: The user will be able to view the task template tab, view the templates on the account, and click a template to see the tasks and associated information.
      • Edit: The user will be able to create, edit, and remove task templates.
    All users with booking access will be able to apply task templates when booking an event, even if they do not have any task permission, and all users with Tasks permission will be able to apply templates to events which the user has venue access to.
  7. Reports & Dashboards: This permission gives access to the reports and dashboards pages. Access to individual reports and dashboards is controlled on a user-by-user basis by the Insights Admin. Note that the Aging Report, Event Charges export, and Event Orders download is controlled by the appropriate permissions.
  8. Global Activity Log: This permission gives access to the activity log page. Which logs a user will see depends on their other permissions.
    • Access to event logs is controlled by the user's venue access.
    • Access to invoice logs is controlled by the Invoicing permission.
    • Access to payment, credit, and refund logs is controlled by the Payments & Credits permission.
  9. Research: The user will have access to the Artist Research page.
  10. Saved Views
    • Edit Private Saved Views: This permission allows a user to create saved views on the calendars and list views, but the views will be private to them.
    • Edit Shared Saved Views: This permission allows a user to create saved views which are shared with selected user roles, set default views, and unlock (and thus edit) locked views.
    • Users without either of the above permissions will only be allowed to select views shared with their roles. They will not have access to the filtering or display options on the calendars or list views. This allows you to control the information they can see. For more information about how shared views work, see Custom Saved Views.
  11. Accounts & Contacts
    • None: The user will not have access to the accounts list or contacts list and will not be able to view accounts or contacts details. On tasks and events, users will be able to see associated accounts and contacts. Users with booking access will be able to select existing accounts and contacts but will not be able to create new ones.
    • View: The user will be able to access the accounts list, contacts list, account details page, and contacts details page. The user will not be able to edit any details for accounts or contacts and will not be able to create new ones.
    • Edit: In addition to the above, the user will be able to create, edit, and merge accounts and contacts.
    Note that all account financials except the account balance will be hidden on account details - no other financial information will be visible unless the user is given Invoices or Payments & Credits access.
  12. Inventory & Prices
    • None: The user will have no access to the Inventory & Prices area.
    • View: The user will be able to view the inventory library and all price schedules but will not be able to make any additions or edits.
    • Edit: The user will have full edit access to the inventory library and all price schedules.
    • Inventory & Prices Setup: If View or Edit are selected for Inventory & Prices, you will be able to select one of these settings for the Inventory & Prices > Setup tab.
      • None: The user will not have access to the Setup tab.
      • View: The user will be able to access the Setup tab and all of its sub-tabs but will not be able to edit anything on them.
      • Edit: The user will be able to edit everything on the Setup tab and all of its sub-tabs.
  13. Invoices
    • None: The user will not see invoices on either account details or event details.
    • View: The user will be able to view and download invoices on account details or events details.
    • Edit: The user will be able to create, edit, and remove invoices. Note that if there are unallocated payments or credits on the account, the user will be able to allocate them to invoices even if they do not have payment/credit permission.
      • Mark Invoices Sent: If a user has Edit permission, you also have the option to allow them to send invoices, mark invoices as sent, and toggle online payments for invoices. Marking an invoice as sent prevents it and its associated items and rental rates to be edited. Marking an invoice as sent is tracked in the account activity log.
      • Mark Invoices Unsent: If a user has Mark Invoices Sent, you also have the option to allow them to mark invoices as not sent. Marking an invoice as not sent allows it and its associated items to be edited. Marking an invoice as sent/not sent is tracked in the account activity log.
    To view invoices on accounts, the role should include Accounts & Contacts view or edit permission. To view invoices on events, the role should include Financials permission to the venue where the events are booked.
  14. Payments & Credits
    • None: The user will not be able to see payments or credits on the account details page.
    • View: The user will be able to see payments and credits on the account details page.
    • Edit: The user will be able to add, edit, and remove payments and credits. Note that if there are unpaid invoices on the account, the user will be able to allocate payments and credits to them even if they do not have invoicing permission.
    This permission applies to payments and credits on accounts, not to the payment schedule on events. Permission to the payment schedule falls under venue-specific permissions since it is event information.

Access to events and event information is granted via the venue access. You may create one role which includes all venues on your account, or you can create a separate role for each venue. Users can be given different access levels to each venue - if you wish to do this, it is probably best to keep each role specific to a single venue.

  1. View Only: To create a view only user, simply select the venue at the top of the slider and leave all other permissions on either None or View.
  2. Highest Booking Capability
    This gives booking access, not viewing access!
    • Select the highest status users with this role should be able to book events at:
      • None: The user will not be able to book events.
      • Inquiry: The user will only be able to book inquiries.
      • Prospect: The user will be able to book inquiries and prospects.
      • Tentative: The user will be able to book tentatives, inquiries, and prospects.
      • Definite: The user will be able to book events of any status.
      Your status names might be different. For more information, please see Customizing Event Status Names.
    • Your booking and sales staff should have Definite. This will allow them to work through the entire sales/booking process from inquiry or hold all the way to confirmed.
    • If you wish internal users to be able to request space but you don't want them to be able to hold or confirm the event, you could give them Inquiry or Prospect permission.
    • You are also able to limit users to booking internal events only. If you have users who book spaces for internal meetings, maintenance, etc. you could give them Definite and check Book Internal Only.
  3. Rental Rates
    • None: The rental rates tab will not be accessible.
    • View: The user will be able to view the rental rates tab.
    • Edit: The user will be able to add and edit rental rates, but they will only be able to change the rate type, and edit the quantity and note fields.
      • If the user has the Edit permission, you may also check Override Rental Rates. This will allow the user to override the rate set in the price schedule.
  4. Detailing
    • None: The detailing tab will not be accessible, and functions will not be visible on the calendar summary slider.
    • View: The user will be able to view the detailing tab and all functions, items, and instructions, as well as the functions tab on the calendar summary slider.
    • Edit: Edit users have access to full functionality on the detailing tab to add/edit/remove functions and add all details.
      • If the user has the Edit permission, you may also check Override Item Prices. This will allow the user to override the prices set in the price schedule.
  5. Contracting
    • None: The contracting tab will not be accessible.
    • View: The user will be able to view and download proposals, contracts, and addendums. The user will not be able to update the event's contracting status.
    • Edit: The user will be able to update the contracting status and add, edit, and remove proposals, contracts, and addendums.
      • If the user has the Edit permission, you may also check Approve Contracts. This will allow the user to approve or reject contracts. Note that requiring contract approval is an account setting - see Setting the Contract Approval Level for more information.
  6. Event Orders
    • None: The event orders tab will not be accessible on either the event details page or the calendar summary slider.
    • View: The user will be able to view and download event orders on both the event details page and the calendar summary slider. View users are not able to update event orders if they are out of date.
    • Edit: The user will be able to create, edit/update, and remove event orders.
  7. Event Notes
    • None: The event notes tab will not be accessible.
    • View: The user will be able to view event notes.
    • Edit: The user will be able to add, edit, and remove event notes.
  8. Event Documents
    • None: The event documents tab (including summaries and uploaded documents) will not be accessible on either the event details page or the calendar summary slider.
    • View: The user will be able to view the event documents tab. All summaries will be visible and can be downloaded along with uploaded documents which have been shared with the user's role(s).
    • Edit: The user will be able to create event summaries. The user will also be able to upload and edit documents, including document sharing.
  9. Live Entertainment
    • None: The live entertainment tab on the event details page will not be accessible.
    • View: The user will be able to view all information on the live entertainment tab.
    • Edit: The user will be able to add, edit, and remove information on the live entertainment tab.
    Visibility of announce and on-sale dates on the calendar is not restricted.
  10. Exhibitor Ordering
    • None: The exhibitor ordering tab will not be accessible.
    • View: The user will be able to view all information on the exhibitor ordering tab as well as download invoices and service orders.
    • Edit: The user will have full edit capability on the exhibitor ordering tab, including placing orders and setting the online store as open.
  11. Edit Staff Assignments: Only users with this permission are able to assign staff to staff assignments.
  12. Finances
    • Checking Finances gives the user view access to the financials tab and all sub-tabs except Invoicing. To see the Invoicing tab, the user must have the account-wide Invoicing permission.
    • This permission is necessary for users with the Invoicing permission to be able to access that tab.
    • Users with the Finances permission are able to finalize events and download estimates and charges. Editing payment schedules, estimates, discounts, and additional revenue is controlled by the appropriate checkboxes under Finances.
  13. View Hidden Event Details and Edit Visibility Settings
    • View Hidden Event Details allows a user to see event details on events where the Hide event details setting is on. This setting is usually used by bookers on holds and events which are not announced yet.
    • If a role is able to view hidden event details, you also have several options for the Event Visibility Settings:
      • None: The settings will not display on the event details page or calendar summary slider.
      • View: The settings will be visible on the event details page and calendar summary slider.
      • Edit: The user will be able to edit the visibility settings.

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