The Certain roles feature is designed for team-based event management/production. By creating roles (that is, job descriptions with specific permissions) and then matching existing users to one or more of these roles, an account Administrator can choose what parts of Certain these users can see and/or interact with while performing their assigned tasks. By matching a user to a role that best meets the needs of the event, and/or by reducing the program options and report data to which that user would otherwise be exposed, an account Administrator can maximize team performance and enhance data security. An Event Builder using roles can then assemble an event staff drawn from this pool of users, each with a pre-designated set of program permissions. They do this by assigning roles to an event on Plan > Event Setup > Details. A Registration Support user who is an event's Event Owner may assign roles to their own event, from the Event Dashboard.
A Simple Example
For instance, an account Administrator working for a company that hosts multiple events might first create a set of commonly used job descriptions, including the role of Travel Manager and the role of Registration Assistant. Then, from a list of all available users, the Administrator could select those employees who are best suited to fill these positions. Later, when the company's Event Builder creates an event, they could choose which roles are needed for the event and select an employee to fill each role. As a result, when the employee acting as Travel Manager for the event uses Certain, they would only see forms, pages, and reports that relate to travel management (e.g., roommate reports but not financial data). When the employee acting as Registration Assistant for the event uses Certain, they would only be able to work with forms, pages, and reports pertinent to their task (e.g., attendee profiles but not roommate reports). When the Event Builder works on another event, they might utilize the same roles and fill them with other employees, or choose a different set of roles for that event.
Roles
Select one of the two options to determine which roles are available to this account.
- Use Roles of Parent Account – If selected, the current account inherits the roles defined in the parent account. This is the default setting.
- Customize Roles for this Account – If selected, a list of custom roles is displayed, and you can add new ones.
The order in which they're listed is determined by the role's Sort Order (see below).
Click a row to display the details of that role. Current List of Roles A list of all the roles in the current account. May be a multi-page list. (In the list, the Max event column is "Yes" for roles that have 'Allow more than one user to fill this role for each event' selected, and "No" for those that don't.) Click a role to edit its details in the sections described below. Click Add New to add a new role, entering its details in the sections described below.
Role Details
This page is displayed when you edit a role, or click Add New to create one.
Role Details
- Name – (Required) Must be unique in the current account.
- Sort Order – An integer which determines the order in which the roles are displayed on the Plan > Event Setup > Details page and in the table on this page. (Default = 0)
- Allow more than one user to fill this role for each event – If selected, multiple users can be assigned to the role.
- Required – If selected, then the role must be assigned to the event on Event Setup > Details. If left clear (the default setting), the role does not have to be assigned, but it can be if desired.
Permissions Level
Use this section to set the access permissions for this role.
- Determined by User’s Type – If selected, then users who are assigned to this role, when they enter this event, have access permissions determined by their User Type. This is the default setting.
- Override User Type – When selected, a Permissions Level select list is displayed. To set the permissions level for this role, select from the list of all Certain User Types.
- Users assigned to this role will have the access permissions that correspond to the selected User Type.
- The hierarchy of User Types is:
- Administrator – most access
- Event Builder
- Registration Support
- Reports and Approval
- Reports Only
- Reviewer – least access
User Types and Roles
A user must be assigned a role with permissions equal to, or more restrictive than the user’s User Type. (For instance, a user with a Registration Support user type can assume a role with the permission level of Registration Support, Reports and Approval, Reports Only, or Reviewer—not a role with the permission level of Event Builder or Administrator.) If a user is assigned to multiple roles, then the role with the highest permission level is the one recognized by Certain. By default, the top-level navigation links that show "outside" an event (Dashboard, Profiles, Events, Account Settings, Search) are determined by a user’s User Type. Once within an event, access is determined by the user’s role; options available (such as the top-level navigation links) are determined by their role’s permissions level. When exiting the event, the user's access level will revert to that of their User Type.
Users Available for this Role
Use this section to choose the users that can fill this role.
- All Available Users – By default, all users in the current account are listed.
- Users Available to this Role – The list of users that can be assigned to this role when it is used in an event.
Click -» to move users from the All Available Users list to the Users Available to this Role list. Click «- to move users from the Users Available to this Role list back to the All Available Users list.
Note: When you add a role to an event (on Event Setup > Details), all the available users selected here are automatically assigned to that role. You can edit the assignments if necessary.
Reports Available for this Role
Use this section to choose the reports available to a user filling this role.
- All Available Reports – By default, all reports in the current account are listed.
- Reports Available to this Role – The list of reports that will be available to the person filling this role.
Click → to move reports from the All Available Account Reports list to the Reports Available to this Role list. Click ← to move reports from the Reports Available to this Role list back to the All Available Account Reports list.