Managing roles and permissions ensures proper access control. This feature lets you manage access to the Event Management Dashboard and event backend, allowing departments like Marketing or Sponsorship to use only relevant tools and events.
1. Log In to the Event Management Dashboard
- Open the Event Management Dashboard login page https://app.vfairs.com/backend.
- Enter your email and password to access the dashboard.
2. Access the Teams Section
- In the left-hand menu, click on Teams to access the settings for the departments.
- Under Settings, click on Roles and Permissions to manage the access levels for different teams and departments.
3. Add a Role to update access privileges
- Click on Add Role to create a role specific to the department's requirements and update privileges for accessing the organization..
- Enter a Role Name that reflects the user’s responsibilities.
- Select permissions from the Event Management Dashboard, such as:
- Create, edit, access, and duplicate events.
- View dashboard analytics.
- Define access on the event backend, including:
- Event settings, sessions, marketing, registration, participant management, content, booth management, abstract management, mobile app settings, e-commerce, integrations, onsite solutions, and more.
- Set limitations for the role by specifying the access restrictions for events.
- Click Save to create the role, making it ready for assignment
4. Add a New User, Assign a Role, and Save Changes
- Add a new user to the system by entering their details.
- Assign the appropriate role by selecting it from the available options.
- Example: Assign the Marketing role to restrict access to only theme settings and marketing sections.
- Click Add User to apply the changes.
- To update an existing user’s role, edit their profile under Users, update their assigned role, and save the changes.
5. Test the Role by Logging Into the event assigned to them
- Log in using the new user's account details.
- Confirm that the assigned permissions and limitations are applied as expected.
Outcome
The assigned user will now have restricted access based on their role, ensuring they can only interact with the necessary tools (e.g., the Marketing role will have access to theme settings and marketing sections).
Effectively managing roles and permissions ensures that team members have the appropriate access levels tailored to their responsibilities. By following these steps, you can limit or update access to the Organization Dashboard and event backend, ensuring team members in departments like Marketing or Sponsorship can only access the features they need. This streamlined access helps maintain security and allows each team to interact only with the tools relevant to their roles.
Note
Access restrictions can be updated at both the organization and event levels. Below is a list of available permissions:
Organization-Level Permissions
| Module Name | Permissions |
|---|---|
| Organization Events | Create New Events, View All Events, Remove Event, Add/Remove Event as a Template, View Event Dashboard Analytics |
| Team | Manage Users, Manage Group, Manage Roles |
| All Speakers | View All Speakers |
| Cross Event Reports | Permissions apply at the entire module level. No specific customization available. |
| Organization Assets | Add/Edit Assets, Delete Assets, View Assets, Download Assets |
Event-Level Permissions
| Module Name | Permissions |
|---|---|
| Event Settings | Permissions apply at the entire module level. No specific customization available. |
| Theme Settings | Save Landing Page as Template, Landing Page Theme Settings, Mobile App Theme Settings, Event Aesthetics Settings |
| Sessions | Create and Manage Sessions, Organize Session Tracks, Manage Video Library, Invite and Manage Speakers, Manage Session Locations, Manage Custom Fields |
| Participants | Manage Attendees and Registrants, Add Pre-approved Attendees, View Waiting List Attendees, View Blocked Attendees, View Banned Users, Create and Define Segments, Manage Segment Rules |
| Registration | Build Forms, Manage Payment Methods, Define Ticket Types, Create Coupons, Generate Registration Codes, Manage Ticket Add-ons, Set Password Policies, Manage Tax Obligations, Manage UTM Links, Manage Surveys |
| Event Content | Manage Hall Content, Select Agenda Layout, Select Speaker Layout, Configure Navigation Menu, Document Library, Administer Event Page Manager, Customize CSS, Handle Translations and Labels, Build Landing Page |
| Exhibitor Management | Booth Management, Tasks, Manage Content Pages |
| Event Planner | Manage Accommodations, Oversee Bookings, Track Budgets |
| Networking | Configure Chat Settings, Manage Chatrooms, Access Private Chat Logs, View Chatroom Logs, Private Chat Logs V2, Chatroom Logs V2, Chat Stats Dashboard, Set Chat Slot Settings, Set Live Feed Category, Enable Video Matchmaking, Facilitate Roundtable Networking, Roundtable CSS, Implement Spatial Connect |
| Engagement | Configure Leaderboard Settings, Manage Scavenger Hunts |
| Sponsors | Manage Sponsor List, Define Sponsor Tiers |
| Analytics | Permissions apply at the entire module level. No specific customization available. |
| Marketing | Manage Email Campaigns, Configure System Emails, Utilize AI Assistant, Setup Desktop Notifications |
| Abstract Management | Permissions apply at the entire module level. No specific customization available. |
| Mobile App | Permissions apply at the entire module level. No specific customization available. |
| E-Commerce | Permissions apply at the entire module level. No specific customization available. |
| Integrations | Permissions apply at the entire module level. No specific customization available. |
| Badge Printing App | Permissions apply at the entire module level. No specific customization available. |
| Onsite Solutions | Permissions apply at the entire module level. No specific customization available. |
| Venue Builder | Permissions apply at the entire module level. No specific customization available. |
By following these steps, you can efficiently manage roles and permissions within the Organization Dashboard, ensuring controlled access for each team member.