Role Details
The Certain roles feature is designed for team-based event management/production.
Roles are job descriptions with specific permissions. Roles define what parts of Certain account users can see and/or interact with while performing assigned tasks.
An account Administrator creates roles and then matches existing users to one or more of these roles. This setup allows the account Administrator to choose or limit access to Certain parts that relate to assigned tasks.
An account Administrator can maximize team performance by matching a user to a role that best meets the needs of the event. An account Administrator can enhance data security by reducing program options and report data that a user would otherwise be exposed to.
An Event Builder using roles assembles an event staff drawn from the pool of users. Each event staff member receives a pre-designated set of program permissions. The Event Builder does 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. The Registration Support user assigns roles from the Event Dashboard.
A Simple Example
An account Administrator working for a company that hosts multiple events might first create a set of commonly used job descriptions. This set might include the role of Travel Manager and the role of Registration Assistant.
The account Administrator selects employees from a list of available users. The selected employees fill the created job descriptions.
When the company's Event Builder creates an event, the Event Builder chooses which roles are needed for the event. The Event Builder then selects an employee to fill each role.
When the employee acting as Travel Manager uses Certain, the employee sees forms, pages, and reports that relate to travel management. The employee does not see financial data.
When the employee acting as Registration Assistant uses Certain, the employee can work with forms, pages, and reports pertinent to their task. The employee can access attendee profiles. The employee cannot work with roommate reports.
When the Event Builder works on another event, the Event Builder may utilize the same roles. The Event Builder may also fill the same roles with other employees. The Event Builder may also choose a different set of roles for the 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. The list allows adding new roles.
The order in which roles are 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 is shown. This list 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. In the list, the Max event column is "No" for roles that do not have that option selected.
Click a role to edit its details in the sections described below.
Click Add New to add a new role. Enter the new role’s details in the sections described below.
Role Details
This page is displayed when you edit a role. This page is also displayed when you click Add New to create a role.
Role Details
- Name — (Required) Must be unique in the current account.
- Sort Order — An integer determines the order in which 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. The role can be assigned if desired.
Permissions Level
Use this section to set the access permissions for this role.
- Determined by User’s Type — If selected, users assigned to this role have access permissions determined by their User Type when users enter this event. This is the default setting.
- Override User Type — If 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 have access permissions that correspond to the selected User Type.
The hierarchy of User Types is: 1. Administrator – most access 2. Event Builder 3. Registration Support 4. Reports and Approval 5. Reports Only 6. 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.
A user with a Registration Support user type can assume a role with the permission level of Registration Support. A user with a Registration Support user type can assume a role with the permission level of Reports and Approval. A user with a Registration Support user type can assume a role with the permission level of Reports Only. A user with a Registration Support user type can assume a role with the permission level of Reviewer. A user with a Registration Support user type cannot assume 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 recognized by Certain.
By default, top-level navigation links that show "outside" an event are determined by a user's User Type. These top-level navigation links include Dashboard, Profiles, Events, Account Settings, and Search.
Once within an event, access is determined by the user’s role. Options available within the event, such as top-level navigation links, are determined by the role’s permissions level.
When exiting the event, the user's access level reverts 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.