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  • 1.  How can we restrict a backend user to only see assigned events and guests?

    Posted 09-16-2025 04:31

    Hi there, 

    We would like to add a new user to our licence, but with restricted access.
    This user should only be able to view events they are assigned to and edit guest data for those specific events. They should not be able to see any other events or guests in the system, and they should not have access to any system settings beyond guest-related data.
    Their main task will be to verify whether guests assigned to their events are authorised to attend (set as "internal information" where they can click yes or no). Apart from that, they do not need access to any other features or information.

    Is there an option to configure access in this way? Can we ensure that this user will only see the events they are assigned to and only access guests who are already on the guest list for those events?


    #AccessPortal
    #ManagingEvents

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    Laura von Behr
    Guest Relations Manager
    Face To Face Event GmbH Germany
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  • 2.  RE: How can we restrict a backend user to only see assigned events and guests?

    Posted 09-16-2025 09:56

    Hello Laura,

    We restrict our Cvent Account Users in two ways. First, by a specific User Role like Administrators, Repot Users, and we have two Event Planners  types roles, one for Development/Advancement group, and the rest of the University.

    With the roles you can choose specific admin, event, OnArrival, or any other module you have for your instance functionality and limited access.

    Our second way to limit visibility is we create User Groups. This limits which event(s) each group has access too and the data related to specific event(s). Assigning an user with their user roles to a user group restricts visibility when the user logs in.

    We currently have 60 user groups and a total of 150 account users on one of our instances of Cvent.

    My suggestion when setting up a new user start off will the least amount of access as possible and add access as needed. People with too much access will run a muck very quickly. 



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    James Rose | Senior Web Developer and Platform/Product Manager
    Digital Infrastructure
    Office of University Development | University of Michigan
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  • 3.  RE: How can we restrict a backend user to only see assigned events and guests?

    Posted 09-17-2025 10:29

    Hi James and Rebecca, 

    Thanks a lot for your support! It was a great help. 

    However, the restricted user can still see the 'Invoices' tab in the admin settings. I haven't given them permission to see it and I couldn't find the settings for this tab anywhere. 
    Do you have any recommendations on how to remove the 'Invoices' tab from the restricted user's admin settings page? 



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    Laura von Behr
    Guest Relations Manager
    Face To Face Event GmbH Germany
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    Original Message


  • 4.  RE: How can we restrict a backend user to only see assigned events and guests?

    Posted 09-18-2025 11:51

    Hi Laura - 

    If you go into Admin and go to the Event Role that you assigned them, click on Edit to see all the hidden toggle options:

     

    If you then scroll towards the bottom to Event Roles - Financial and toggle that to No Access, that should prevent them from running any reports with Invoice data.  

    Also, here's an article that outlines more info around Invoices, in case you need it:  https://support.cvent.com/s/communityarticle/Managing-Your-Invoices

    If that still doesn't do what you need it to do, I would recommend reaching out to Cvent Support for additional assistance.  

    Thanks, 



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    Rebecca Yousif
    Senior Administrator - Event Technology
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    Original Message


  • 5.  RE: How can we restrict a backend user to only see assigned events and guests?

    Posted 09-16-2025 11:06

    Hi Laura - 

    I agree with James on creating a user role (if you don't already have one) that has very restricted access to what they can see or do in the events.  Once you have that user role created, make sure that you use that and assign them that role for only the events that they should have access and visibility to.  That way if they are assigned roles in 5 events, those are the only events that will show when they log into Cvent.

    Once you get this set up, I would also suggest contacting Cvent Support and try doing some tests with them.  They can change your own account into that particular user role so you can emulate and understand what that particular user role can see and what they can do.  This way you can be more comfortable knowing exactly what type of access you have provided them with.  

    If it's a matter of just seeing whether people are authorized to attend their event based on an internal field, my recommendation would be to create a report, publish it and give them access to that report only.  That way you don't even have to give them back-end access into Cvent.  They can just run their report and be on their way.  

    Hope this helps!



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    Rebecca Yousif
    Senior Administrator - Event Technology
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