How do I create and manage users in my events?

There are two user roles that can access the 'back office' of your event in getregistered® - these are Admin Event Users and Regular Event Users.

Admin Event Users can access the admin areas of any of your organization's current events and can interact with all of the administration features.

Regular Event Users can only access events they have been granted access to by an Admin Event User and are limited to viewing Reports and the Event Microsite only.

Both sets of users can be created by an Admin Event User, and can be managed directly in an event by selecting either the 'Event Users' tile on your Event Dashboard or the 'Manage Users' option displayed at the top of the page - both routes will take you to the 'Event Users' area for your current event.

You can also create and edit Event Users on your Organization Dashboard via the 'Manage Users' option at the top of the page:

The only differences between creating an Event User at event level and organization level is that at organization level you can:

Assign Regular Event Users to multiple events
Remove Admin Event Users from your organization (removing them from all events)

Creating a new Event User in your event

Once you have entered the 'Event Users' area, you will see a list separated into the sections 'Admin Users' and 'Regular Users' - these are all the users that can currently access your event. On this table you can see the current activation status for every Event User, as well as see an overview of Report Access for any 'Regular' Event Users in your event.

To create a new Event User, click the 'New Event User' option displayed at the top right of the page - you will be asked to provide the email address for the new user and select their role. Once a valid email address is submitted, you will then be taken to the 'New Event User' form.

The form displayed allows you to add your new Event User's basic information (name, phone number and avatar), and confirm the role they will be given (please note that the 'Role' selector default is 'Admin' - please remember this when you are creating your 'Regular' Event Users). If the email address submitted matches another Event User in our database, their details will be automatically populated and you will be unable to edit their details, only the 'Role' selector will be active.

If you select to create an Event User with a 'Regular' role, you will see a list of event Reports listed below the 'Role' selector:

To grant your Regular Event User access to your event Reports, select the checkboxes displayed inline with their required report access.

When you have finished populating the form and are ready to proceed, click on the 'Save User' button. You will be returned back to the Event Users page, and an email notification will be sent to the new Event User. If the new Event User has no access to getregistered®, they will be asked to create a password before accessing your event. Event Users already in the system will receive an 'invitation' email, where they will be asked to confirm their invite before they can access your event.

Managing your Event Users in an event

As an Admin Event User, you can manage any event user type in your event in the Event Users area. However, you are limited to the following managerial options:

Manage an Event User's 'Role'
Resend an activation email
Remove a 'Regular' Event User

You cannot remove Admin Event Users from an event in this area, nor can you edit any Event Users email address/name/phone number/avatar once they have activated their account.

To resend an activation email to an Event User displayed in the 'Event Users' area:

Click on the 'Resend Activation' button displayed on the 'Activation Status' row of the user you wish to edit.

To edit the role of an Event User displayed in the 'Event Users' area:

Note: when editing the role of 'Admin' Event User, please be aware that changing their role to a 'Regular' Event User will remove their access to all other events in your organization, as well as their ability to edit your organization's events. Please only change the role of an 'Admin' Event User if absolutely necessary!

Click on the 'Edit' option displayed to the right of the user you wish to edit.
Select the 'Role' you wish to set for the user and select the 'Save User' button at the bottom of the form.

To edit a Regular Event User's Report Access:

Click on the 'Edit' option displayed to the right of the Regular Event User you wish to manage.
On the following page, in the 'Report Access' select the reports they can access within your event and then save your selection.

To remove a 'Regular' Event User from your current event:

Click on the 'Remove' button displayed on the 'Actions' row of the user you wish to remove. This will remove all access to the current event for the user, but any access they have to other events in your organization will be unchanged

Creating and managing Event Users at organization level

As mentioned previously in this article, when managing your Event Users within an event, you are limited to:

Managing an Event User's 'Role'
Resending an activation email to a pending Event User
Removing a 'Regular' Event User from your event

In your 'Organization Users' area, you can perform the following additional actions:

Remove an 'Admin' Event User from your organization
Add or remove Event Access for 'Regular' Event Users in your organization

To access the Organization Users area, click on the getregistered® logo at the top left of the page, which will take you to your Organization Dashboard. From here, click on the 'Manage Users' icon displayed at the top right of the page:

To remove an 'Admin' or 'Regular' Event User from your Organization:

Note: when removing an Event User at organization level, please be aware that this will remove all organization access, as well as event access. Only remove Event Users if absolutely necessary!

Click on the 'Remove' button displayed on the 'Actions' row of the user you wish to remove. This will remove all access to the current organization for the user, including any event access they previously had been granted.

To edit a Regular Event User's Event Access:

Click on the 'Edit' option displayed to the right of the Regular Event User you wish to manage.
On the following page, in the 'Event Access' select the events they can access within your event and then save your selection.