Create a new user right profile

Create a new user rights profile

We already talked about the general section of user rights profiles.
(Click on the following link to go to this separate article for more details: “Overview & actions").
In this article, we will talk about adding a new user rights profile or editing an existing user rights profile.
By clicking on the “+” sign on the right-hand side of the "User rights profiles" section, you can add a new user rights profile.

You will see the following (You will also get this screen if you want to edit an existing user rights profile):

Below is an explanation in detail about all the options:

1. Tab Events

Events:

• Add/edit/remove events
  When the slider is deactivated, the user will not be able to create new events, clone events, edit the event details or delete an event.
• Add/edit communication and website
  When the slider is deactivated, the user will not be able to edit the communication setup of an event, edit/create or delete the registration website, or any other communications in your timeline. The user can only view them but not alter them.
• View all events
  When the slider is deactivated, the user will only see the events where he is the Event Owner or where he or at least one member of the team (The team set-up in the “Users & teams” section) he is leading, is a Ticket holder.
• Distribute tickets to other teams
  When the slider is deactivated, the user will only be able to see ticket holders from his own “team” in the Ticket holders section. The user will also only be able to change the ticket holder of a contact on the invitation list to someone from his own team. See user right “Access to all invitees/attendees” for a specific combination.
  When the slider is activated, the user will be able to see the tickets of everyone on the quota list and will have the opportunity to redistribute those tickets. However, the user won’t see the tickets that are still on Company level “Unallocated”.
• Ticket allocation e-mail alerts
  When the slider is deactivated, the user will not receive a notification (E-mail) when they have been added to the Ticket holder section of an event or when they have received ticket quota.
• Administer ticketholders
  When the slider is deactivated, the user won’t have access to the general menu of ticket holders of an event. If activated, the user can add users as a ticket holder and also determine the quota per ticket holder if needed. If user right “Distribute tickets to other teams” is deactivated, user will not be able to add any user outside his team and will only see the users from within his team.
• View target as totals*
  When the slider is deactivated, the user sees the totals of the event, equal to the totals they have as a ticket holder. The use case here is that, when you log in as a ticket holder, you immediately see if you still need to distribute tickets and for which events. The totals for registered/waiting/declined are always calculated based on your ticket holder information.
  When the slider is activated, the user sees the totals for registered/waiting/declined based on the invitations the user is allowed to see. The goal or target is now at least that of the user as a ticket holder, possibly increased by the number of tickets that are 'unallocated.' Whether the sum includes "unallocated" depends on the "Access to unallocated tickets" right.
  
  *Combinations for "View target as totals":
  • Combination with the right "Access to all invitees/attendees":
    If the "Access to all invitees/attendees" is activated, the user will see the same as an event owner. The reasoning here is that you are allowed to see all invitations, so you see the totals just like an event owner or an admin does. This use case ensures that you see the same as an event owner without being an actual event owner!
    If the "Access to all invitees/attendees" is deactivated, there will be a check whether the user has access to unallocated tickets. If the "Access to unallocated tickets" is activated, the target/goal is the sum of unallocated tickets + that of yours as a ticket holder. If the "Access to unallocated tickets" is deactivated, the target/goal is that of the user's sum as a ticket holder. In the last case, the user will only see his own total.

Invitation lists:

Before we start to explain the different user rights in detail in this section, below a brief summary what you can see on the invitation list if you are or aren’t the event owner of a specific event in InviteDesk:

• If the user is event owner:
  • The user can see all invitees when the user right “Distribute tickets to other teams” is activated or user right “Access to all invitees/attendees” is activated.
  • The user can see only contacts linked to him as a ticketholder, contacts linked to ticketholders that are part of the team he is leading, and the unallocated contacts, when the user rights “Distribute tickets to other teams” and “Access to all invitees/attendees” are deactivated.
    
    
• If the user is not the event owner:
  • The user can see all invitees when the user right “Distribute tickets to other teams” is activated and user right “Access to all invitees/attendees” is activated.
  • The user can see everyone but not the unallocated contacts, when the user right “Distribute tickets to other teams” is activated and user right “Access to all invitees/attendees” is deactivated.
  • The user can see only contacts linked to him as a ticketholder, contacts linked to ticketholders that are part of the team he is leading, and the unallocated contacts, when the user right “Distribute tickets to other teams” is deactivated and user right “Access to all invitees/attendees” is activated.
  • If the user right “Distribute tickets to other teams” is deactivated and user right “Access to all invitees/attendees” is deactivated, the user can see only see contacts from his InviteDesk team structure and where he is the account owner but not the unallocated contacts.

• Add invitees
  When the slider is deactivated, user will not be able to add new invitees to the invitation list of an event.
• Remove invitees
  When the slider is deactivated, the user will not be able to delete invitees from the invitation list.
• Change # tickets per invite
  When the slider is deactivated, the user will not be able to change the number of guests per invite for a contact on the invitation list. When the slider is activated, the user can change the number of guests per invitee to a maximum that is set per event by the event administrator.
• Upload invitation list
  When the slider is deactivated, the user won’t be able to add new invitees by uploading an invitation list (Including HubSpot lists and the like). They will still be able to add themselves, people from the address book or new contacts. If you would also like to disable this, see “Add invitees” above.
• Access to all invitees/attendees
  When the slider is deactivated, the user will only be able to see invitees where he is the Ticket holder or contacts from ticket holders that are members of the team he is leading. If “Access to unallocated tickets” is active, the user will also see the invitees where there is no Ticket holder. If the user is Event owner, and the user right “Distribute tickets to other teams” is activated, the user will still be able to see all invitees/attendees if this slider (“Access to all invitees/attendees”) is deactivated. Users will also see events when there are contacts on the invitation list where he is listed as the Account Owner if these contacts are not linked to another Ticket holder on the invitation list.
• Access to unallocated tickets
  When the slider is activated, the user can re-assign a ticket holder to a specific contact. When the slider is deactivated, the user will only be able to see invitees where he is the Ticket holder or contacts from his InviteDesk team structure. If the user is Event owner, the user will be able to see the unallocated. Users will also see events when there are contacts on the invitation list where he is listed as the Account Owner if these contacts are not linked to another Ticket holder on the invitation list.

Tickets:

• Add/edit/remove tickets
  When the slider is deactivated, the user will not be able to create/edit or remove tickets in the Tickets section of an event. This section will be completely invisible for the user.
• Distribute tickets
  When the slider is deactivated, the user will not be able to distribute the tickets from the “Ticket list” of an event. The pencil icon and the print icon will also be invisible for the user.
• Send tickets
  When the slider is deactivated, the user will not be able to send the ticket mail from the “Ticket list” of an event to people who are registered.

Surveys:

• Allow surveys access
  When the slider is deactivated, the user will not see the survey section/survey results of an event. This will be completely invisible for the user. They also won’t have access (will be invisible) to the surveys section on the left-hand side in the general menu of InviteDesk.

Public Pages:

• Add/edit/remove public pages
  When the slider is deactivated, the user won’t have access (will be invisible) to the Public pages section on the left-hand side in the general menu of InviteDesk.
  

Frontdesk:

• Frontdesk administrator
  When the slider is deactivated, the user can’t add users to the Frontdesk module because the user will not see the Frontdesk users section of an event. The Frontdesk section on the left-hand side in the general menu of InviteDesk will still be visible – the user will there only see the events where he is the Event Owner or if the user has been added as a Frontdesk user by someone else for a specific event.

2. Tab Address Book

Address book:

• Add contacts
  When the slider is deactivated, the user won’t be able to add new contacts in the address book. The user will only be able to export contacts from the address book. If the user is also not allowed to export contacts, the slider “Allow report access” should be deactivated under the tab “Other”.
• Edit contacts
  When the slider is deactivated, the user won’t be able to edit a contact in the address book.
• Remove contacts
  When the slider is deactivated, the user won’t be able to disable or delete a contact in the address book.
• Access to all contacts
  When the slider is deactivated, the user will only see the contacts where he is the account owner.
• Manage public lists
  When the slider is deactivated, the user won’t be able to edit/deactivate or delete a public list. The user can still see public lists but he can’t perform the 3 actions mentioned above. He also won’t be able to create a new public list.

3. Tab Users & Teams

Users & teams*:

• Add/edit/remove teams
  When the slider is deactivated the section “Teams” will be invisible for them.
• Add/edit/remove profiles
  When the slider is deactivated, the section “User rights profiles” will be invisible for them.
• Add/edit/remove users
  When the slider is deactivated the section “Users” will be invisible for them.

*If all 3 sliders are deactivated, the user will not see the ”Users & teams” section in the left-hand menu.

4. Tab Other

Templates:

• Add/edit/remove templates
  When the slider is deactivated, the user will not have access to the “Templates” section in the left-hand menu.

Reports:

• Allow report access
  When the slider is deactivated, the user will not have access to the “Reports” section in the left-hand menu. They also won’t be able to do an export of the invitation list and attendee list of an event and they won’t see (will be invisible) the registration details, the mail statistics, the survey results, the interactions and the UTM statistics of an event.

Settings:

• Edit company settings
  When the slider is deactivated, the user will not be able to change any of the company-related settings in the “Settings” section in the left-hand menu.

5. Tab Mailing campaigns

Mailing campaigns:

• Add/edit/remove campaigns
  When the slider is deactivated, the user will not be able to create new mailing campaigns, clone mailing campaigns, edit a mailing campaign or delete a mailing campaign.
• View all campaigns
  When the slider is deactivated, the user will only see the mailing campaigns where he is the Campaign Owner or where he is a personalised sender.

Recipient lists:

• Add recipients
  When the slider is deactivated, the user will not be able to add recipients to the recipient list of a mailing campaign.
• Remove recipients
  When the slider is deactivated, the user will not be able to delete recipients from the recipient list.
• Upload recipients
  When the slider is deactivated, the user won’t be able to add new recipients by uploading a recipient list. They will still be able to add themselves, people from the address book or new contacts. If you would also like to disable this, see “Add recipients” above.
• Access to all recipients
  When slider is deactivated, user will only be able to see recipients where he is the personalised sender. The user will also see mailing campaigns when there are recipients on the recipient list where he is listed as the Account Owner if these contacts are not linked to another personalised sender on the recipient list.

When you have done the steps above, you can click on "Save" at the bottom. This new user rights profile will now be added to your user rights profiles section.