Adding users to your events

When can I add users to an event?

In an event...

All Administrators can add individual new or existing users to an event via the Event Dashboard by entering the Users area, and following the initial click selecting the option to 'Invite User' (found at the top of the Users index). This option is also available for Administrators when managing subscriptions on a conversation within an event, although permissions are not available to be set in this instance.

In the Admin Property Dashboard...

Administrators can add individual new and existing users to any event they have access to within the property using the Admin Property Dashboard, by selecting 'Manage Users' from the Dashboard and clicking on the 'Invite User' option.

In the Admin Event Dashboard...

Admin Users can also add multiple existing users to their event during 'configuration' by selecting the ’Manage Users' option found on the Users tile of your 'Admin Event Dashboard', and once opened selecting the ‘Edit Users’ button. You can then choose from the list of available users who you wish to add to your event by clicking the 'tick' icon adjacent to their listing - the users displayed here are people who already have been granted access to the property through different events. To complete the process, choose your event users and then select ‘Add Users'.

How do I set up a new user?

(Reminder - only Administrators can set up a new user). 

Once you have selected to invite a new user, you will then be asked to provide a valid email address for the user you wish to create an account for. If a user already exists in the application, you will be asked to confirm that the user you have chosen is the appropriate user to be invited - you can tell who the existing user is by the details that are displayed about the user when confirmation is required. If you choose to continue, you will be taken to the ‘Edit User' page for the existing user, where you can choose their conversation area access and update any details where necessary.

If the user you are choosing to invite is new to the system, you will be asked to provide information pertaining to the new user such as:

  • Their first and last name
  • Their job title
  • Their organisation
  • Their phone number
  • A number for SMS messages (SMS messages will be sent to them for ‘Quick Requests' if they are assigned as 'key personnel')
  • Their Timezone (UTC/GMT etc)
  • What user role they will be assigned (Full Admin, Group Admin or 'set-permission')
  • An avatar image for their profile (there are default avatars available for new users, they can change or upload a new image in their own account page at a later date)
  • What events they can access (this is very important - please ensure that you select your new event in the list or they won't have access to it)
  • What event areas they can access (again, it is very important that you select these correctly to maintain a secure event)

Once completed, click on the button found at the bottom of the page. The new user will receive an activation email in their inbox, and will be shown as ‘pending activation’ when viewing their account details until they activate their account.

IMPORTANT: Watch who you assign as an Administrator as you will be giving them access to all conversation areas in your event, and they also have the ability to make changes to your event and users!

Is there any other way to set up a new user rather than using the Admin Property Dashboard?

Yes, you can select the 'User' option from the Create Menu at any time (as an Admin) to begin creating a new user. You can also invite a new user when managing subscriptions on a conversation. However, when using this option you cannot manage the user's area or event access, only their biographical details - when you invite them (by selecting the 'Invite User' option found on the left column when managing subscribers), once you have entered their details they will only have access to the event and conversation area you are currently interacting with.

For more information, read the articles found in the 'Subscriptions' section of the Knowledge Base