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  • 1.  User Role Suggestions

    User Group Member
    Posted 12-12-2022 16:59
    Hi everyone!

    I'm fairly new to Cvent, so I'm still learning my way around the software and its use cases.  I have been tasked with creating various User Roles for Users in our account and am looking for some suggestions of things other users have found helpful. For context, my company uses Cvent to run many small (6-12 attendees) in-person training events throughout the year in multiple office locations across the country, as well as a few larger (12-20 attendees) trainings both in-person at our main facility and online.  We also host about one large (300 in-person and 300 virtual attendees) hybrid event per year at a local conference center.

    I know that I will need a User Role with Administrator level access for the handful of us that are creating, managing, and editing Events.  I'm thinking maybe a User Role that is a view-only for folks like our finance team that just need to have access to finding a Contact and seeing what events they have registered for in the last 12 months.  We do utilize the Access Portal for our company employees that need view access to reports, so I don't need a separate User Role for anyone just looking for reporting information.  Does anyone else have any User Roles that they have found very helpful?

    Thanks for your help!
    #Admin/Reporting

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    Jess Olcott
    Training Program Coordinator Individual Contributor
    ETC, Inc.
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  • 2.  RE: User Role Suggestions

    Cvent Staff
    Posted 12-16-2022 12:14
    Hi Jess,

    Hope you are well.

    You can create any user role you want in the event depending on the access you want to provide them. There is no set type of a user role you can create in the event. It all depends on what access/permissions they have within the user role. 

    Also, the users will have access to the Access portals. If you want to add anyone who should only be able to view the report but not make any changes etc, you can add them as Access portal user instead and then add them to the access portal.

    You can refer to the following articles :

    Managing Event Users and User Roles == Link:  https://support.cvent.com/s/communityarticle/Managing-Event-Users-and-User-Roles#UserRole

    How do I configure permissions for a user? == Link : https://support.cvent.com/s/communityarticle/How-do-I-configure-permissions-for-a-user

    Creating an Access Portal or Public Website ==  Link: https://support.cvent.com/s/communityarticle/Creating-an-Access-Portal-or-Public-Website?is_article=true&lang=en_US&searchFor=Access%20portal%20users&page=1

    I hope this helps.


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    Raashi Semwal Khati
    Senior Quality Analyst
    Cvent
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  • 3.  RE: User Role Suggestions

    User Group Member
    Posted 12-23-2022 09:25
    User roles are VERY helpful to provide access to a variety of people. If you create them at the admin level you have more options to restrict/allow function. However, if you create them at the event level - that will override their account level role. For instance, if you want someone to have build rights etc for many of the events, but only view rights for another, you can create that person an event level role that's more Read Only, so they can't do anything within that specific event. I suggest creating some overarching account level User Roles if that works, but if they need to be specific do it at the Event level.

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    Beth Vriesen
    Events Technology Administrator
    Associated Bank Corporation
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  • 4.  RE: User Role Suggestions

    Community MVP
    Posted 12-27-2022 08:41
    Hi Jess,

    User Roles are valuable for organizations/companies that use 3rd party service providers to focus access on what their purpose is in Cvent and control visibility and access for personal information such as flight request information. 

    We have User Roles and Groups specific to our 3rd party Travel Support team, Event Build Team, and Support Coordinators. They have distinct roles and permissions.

    We also have roles for coworkers who are not on the Events Team who need access to Cvent with varying levels of access based on the support they provide: Technical (internal coworkers for tasks such as internal and external APIs and data migration) and Business/Data Analyst who has access to reporting.

    Hope this helps!



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    Loretta Peterson
    Event Operations Specialist
    CDWUnited States
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  • 5.  RE: User Role Suggestions

    Posted 12-28-2022 15:22
    Hi Jess,

    For your larger in-person event, you may also want to create an Onsite User with access to Registration check-ins and session check-ins. This helped out alot for those extra onsite staff members that don't need full Cvent access.

    Hope that helps!

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    Rica Rillo
    Web Developer
    MFactorUnited States
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  • 6.  RE: User Role Suggestions

    Posted 14 days ago
    This is great information. 
    I would like to ask for advice on a particular situation:

    We do global events with Cvent, but we would like to have people in our team who can design and manage local events only. Lets say I create a sub-department in our organization and want them to have full acess to cvent features (create events, design and manage it) but not having access to the events created at global level. This would be a type of sub-account.

    What do you suggest is the best setting for this?

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    Jorge Pratas
    Conference Manager
    World SportsUnited States
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  • 7.  RE: User Role Suggestions

    Community MVP
    Posted 13 days ago
    Edited by Loretta Peterson 13 days ago
    Hi Jorge,

    This is a situation you might want to discuss with your Cvent Client Success Team. Often times, there is more than one way to accomplish something in Cvent. 

    If I am reading this correctly, you want a Local Events User Group and a Global User Group.

    • Have a Custom Event Field to categorize your events as Global or Local. Or is there an existing Custom Event Field that can be used to identify the different groups of events?
    • Create Global and Local Event User Groups
    • Use Strategic Meeting Management (SMM) and the Custom Event Field as the base to control access, visibility, notifications and role assignments to assign your Local Event User Group to local events and your Global User Group to your global events
    We use SMM to assign different teams to different types of events.

    Hope this helps!

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    Loretta Peterson
    Event Operations Specialist
    CDWUnited States
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