Understanding Users vs. Contacts
Admin users can add new users to their event or organization as needed. Once added, users can log into Sessionboard to view/edit information based on their permissions.
Users are team members within your organization who need to access data within Sessionboard, evaluate sessions, set up forms, request files, etc. Typical users include speaker managers, evaluators, administrative assistants, etc.
Other types of people and groups, such as speakers, sponsors, and exhibitors are contacts. They should be added to your event via an intake form or submission form.
User Roles/Permissions
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To view what each permission profile has access to, navigate to the Permission page and select the role type on the left-hand side of your screen.
To add a user, you will need their first name, last name, and email. You will also need to assign them a user type:
NOTE: The default roles listed below can not be edited.
Admin
Admin
Admins have full access to your event. They can view, edit, and delete contacts, forms, portals, and settings.
Admin Lite
Admin Lite
Admin Lite users can manage everything EXCEPT event team and permissions.
Evaluator
Evaluator
Evaluators have limited access. They can only view evaluation plans that have been assigned to them.
Evaluator Session Manager
Evaluator Session Manager
Evaluator Session Managers have access to evaluation plans assigned to them as well as sessions, and the associated speakers/contacts, that match the Evaluator Session Manager's filter (i.e. Format = Keynote Speaker).
Evaluator Session Manager View
Session Manager
Session Manager
Session Managers can view sessions and communicate with contacts that match the Session Manager's filter (i.e. Format = Keynote Speaker).
They do not have access to portals, submission forms, session settings, or teams and permissions.
Portal User
Portal User
Portal Users have access to portals for your event that they are assigned to manager their tasks.
This user type is automatically assigned to your speakers, exhibitors, and sponsors.
Portal View
Content Manager
Content Manager
Content Managers can view, export, upload and content, sessions, and contacts (including sending emails and SMS). Additionally, they have view-only access to evaluation plans & reports.
Content Managers do not have access to portals, submission forms, session settings, embeds, or teams and permissions
Communication Manager
Communication Manager
The Communication Manager can communicate with contacts (i.e. send emails and SMS), view custom portals and tasks.
They can't view reports, embeds, content, session settings, submission forms, or event teams and permissions.
Content and Communication Managers both have access to view, create, and manage speakers, sessions, contacts, sponsors & exhibitors. They may also view evaluation plans and the agenda.
They don't have access to
Session Submission Forms
Event and Session Settings
Reporting Only Admin
Reporting Only Admin
Reporting Only Admins access focuses on the ability to view and create reports for their event. They may also view and export sessions, contacts, sponsors, and exhibitors.
They can not add, update, or delete sessions, contacts, sponsors, or exhibitors. Additionally, they may not view or edit the session submission forms, portals, or emails.
Looking to create a custom user role?
If none of the pre-set roles listed above fit your needs, Admins may create custom user roles under the Permissions tab in Event Team.
👉🏽 Admins may create, duplicate, and delete additional user roles to be applied to team members.
Delete Custom Roles
Note: ONLY custom profiles can be deleted.
Hover over the custom profile you would like to delete and select the three vertical dots to the right of the profile name to display the Delete option.
Within the pop-up window, select an existing profile (either custom or default) to assign to users who have the user type that you are deleting.
Once complete, select the orange Delete button.
Duplicate Roles
Note: Default & custom profiles can be duplicated
Hover over the profile you would like to delete and select the three vertical dots to the right of the profile name to display the Duplicate option.
Any profiles that you duplicate will appear as a new custom profile.
Edit Custom Roles
Note: ONLY custom profiles can be edited
Hover over the custom profile you would like to delete and select the three vertical dots to the right of the profile name to display the Edit option.
Within the pop-up window, users will be able to edit the profile name as well as add a permission description.
Inviting Team Members
Within your event, select the 'Event Team' module in the bottom left-hand navigation panel.
Click "Add user" from the center panel.
Users can also be created by importing.
Provide the following details for the team member you wish to invite to your event:
Email
First Name
Last Name
What type of user is this?
Tags
Tags can be assigned to specific users and leveraged when creating and assigning users to evaluation plans. Learn more on how to create an Evaluation Plan.
Select the Invite button to create the user and send them an invitation email (see sample email below).
If the user is a Session Manager or Evaluator Session Manager, you will be instructed to select the Next button to assign them a filter.
Assigning a filter will restrict the sessions and speakers the team members will be able to see and manage.
Subject line: "[name of inviting user] has invited you to join Sessionboard"
From: [email protected]
Clicking the button "View My Events" allows new users to create a password and complete their user setup. The email address they received the invitation from is also their sign-in username.
Manage Existing Users
For an individual team member, an Admin complete the following actions:
Edit: Change a user's name or permission type.
Copy Invite URL: If a user has not created an account in Sessionbaord yet, copy the invite URL to share with them. This is unique per invited user.
Resend Invite: If a user has not created an account in Sessionbaord yet, resend the invite email. This is a unique email invited user.
Remove: Remove a user from the associated event.
