Active Calendar

Page: Set Up Users

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Users and Groups - Event Publisher Users are the people that access your calendar site via a user ID and Password. A user can fulfill a variety of functions varying from a site administrator or event author, to having simple view-only rights.

License Limited Functionality

User management functionality will vary based on your Event Publisher License Type.

  • Free License: User management is disabled.
  • Basic License: Advanced Permissions are disabled.
  • Professional License: All Functionality is enabled.
  • Premium: All Functionality is enabled.


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Manage Users

This area displays a list of currently defined user accounts, user groups ,and Visitors. From this page you can:

  • View and edit all current users
  • View and edit all current groups
  • View all current visitors


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Users, Groups, & Visitors

On this page, you can view and manage all user accounts, user groups, and Visitors. The default display is of individual user accounts.

list of user accounts


When working with User Accounts or Groups use the drop down menu on the right hand side of the name column (labeled) "Actions" to edit or manage Users.
  • Select from the Actions Drop down and click, "Edit" to see and change an existing user account's role settings.



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Users Defined

User accounts are tied to a single individual and their permissions.


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Groups Defined

When managing a large number of users groups allow you to define a set of permissions and add users to the group. Groups are associated to multiple user accounts (people) and applies permissions to all users added to the group.


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Visitors Defined

Visitors are individuals who have accessed your calendar, and created a profile by supplying an ID (email address) and password.


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Users

The following content applies to Users, or an account associated with a single person.



Add new User

Follow the steps below to add a new user.

  1. Ensure that the currently selected radio option is "User"
  2. Click the Add new user link (or the "plus sign" beside it) to add a new user.
  3. Proceed to "User Information below"


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User Information

Prior to adding a user, you must validate that their email address is not currently in use by other calendar sites.

Enter the user's e-mail address. People will use their Email Address as their user name when logging into the application. Additionally, this is the address to which event notifications and approval requests will be sent.


add user email address

  1. Once you have entered the user's email address, click the ADD link.
  2. If the e-mail address is already in use in the Calendar, you modify that user.
  3. If the email address is not in use, you will add that user.

The application will prompt you to provide the following information.
edit a user screen

  • First name: Provide the first name of the user that you are adding.
  • Last name: Provide the last name of the user that you are adding.
  • Phone: Provide the phone number of the user that you are adding.
  • Phone Extension: Provide the four digit phone extension for the user, this field supports numbers only.
  • Password: Provide the password for the user. All passwords must be at least 8 characters, and contain at least one number or special character.
  • Confirm Password: Confirm the password for the user, this field must match the password field above exactly.

If the user is already defined to the system, the page shows the existing information associated with that user.
Select the appropriate roles for the user.


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Site Access

In site access you will define the permissions of the user for one or more sites.

Site access list

The following options are available.

  • Tenant Administrator: Selecting this options will allow the users to edit all information for all sites in your Event Publisher Tenant. This is the equivalent of a "Super User".
  • Add: A link will populate to the right of each site currently configured in your Event Publisher Tenant. Clicking this link will open the Permissions menu.


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Permissions

In permissions you will define the actions that the user can take on the calendar site selected.

Basic Permissions

Basic & Premium License Clients can choose from the following options:

  • Site Permissions
    • Administrator:Selecting this option will allow the user to approve events submitted for approval, publish events to the calendar without review, view reports, and access all site settings with the exception of global configuration options.
    • Standard: Selecting this option will allow the user to create and submit events for approval. This user will not have access to reports or site settings.
  • Display Permissions
    • View Private Events: Selecting this option will allow only for the user to log into the calendar site to view events. They will be unable to submit or edit events. Please note, if the site is configured to "allow public event submission, the user will be able to submit events.


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Advanced View

Available to Premium License Users, you can define with a greater level of control the actions that the user can take on the calendar site selected.

Site access list

Premium License Clients can choose from the following options:

  • Site Permissions
    • Calendar Settings: Selecting this option will allow the user to access: layouts, media library, event setup, product setup, event aggregation, and search settings.
    • User and Group Management: Selecting this option will allow the user to access to the Users Tile on the Site Settings Page.
    • Imports: Selecting this option will allow the user to create and modify event imports.
    • Sharing: Selecting this option will allow the user to access the sharing and template management tile on the Site Settings Page.
    • Locations: Selecting this option will allow the user to access the Locations tile on the Site Settings Page. Please note, this does not include Global Locations.
    • Advanced Settings: Selecting this option will allow the user to access: Analytics, API Configuration, External Authentication, and Site Management.
    • Reports: Selecting this option will allow the user to access: the "Reports" link found in the top level navigation of all administration pages. They will have access to all reports with the exception of the Location Conflict Report.
    • Layouts: Selecting this option will allow the user to access the Layouts tile on the Site Settings Page.
    • Categories: Selecting this option will allow the user to access the Categories tile on the Site Settings Page. Please note, this does not include Global Categories.
    • View Private Events: Selecting this option will allow only for the user to log into the calendar site to view events. They will be unable to submit or edit events. Please note, if the site is configured to "allow public event submission, the user will be able to submit events.
    • Site Event Approver: Selecting this option will allow the user to approve and edit any event submitted to the site.
  • Event Permissions
    • Media Library: Selecting this option will allow the user to browse the media library for images or attachments.
    • Upload Images / Attachments: Selecting this option will allow the user to upload their own images or attachments.
    • Free Items: Selecting this option will allow the user to add items to an event without a cost associated to them
    • Advanced WYSIWYG: Selecting this option will allow the user to use the advanced editor when creating an event to style the events description. They will be able to add/format lists,
    • Paid/Donation Items: Selecting this option will allow the user to add items to an event with a cost associated to them.
    • Highlighed Events: Selecting this option will allow the user to feature or highlight an event.


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Edit existing record

Select from the Actions Drop down and click, "Edit" to see and change an existing user account's role settings. The Site Roles that you can edit are then displayed for that user.



image of the edit user functionality


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Groups

Groups allow for you to create a combination of privileges to be applied to multiple users. You can use all of the privileges available to users in groups as well.




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Group Information

In Group Information provide basic details about the group and determine if the group is active, and if the group is global.

sample group information image
  • Group Name: This text field allows you to provide an identity to the group.
  • Group Description: This text field allows you to provide additional information about the actions the group can take.
  • Active: Selecting this check-box will make the group available for use, it will also apply all of the permissions selected to the users added to the group.
  • Global: Selecting this check-box will make the group available for use on all sites, additionally it will provide permissions for (or access to) all current and future sites.

Site Access

In site access you will define the permissions of the group for one or more sites. The following options are available.

site access for groups

  • Tenant Administrator: Selecting this options will allow the group to edit all information for all sites in your Event Publisher Tenant. This is the equivalent of a "Super User".
  • Add: A link will populate to the right of each site currently configured in your Event Publisher Tenant. Clicking this link will open the Permissions menu.


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Permissions

In permissions you will define the actions that the group can take on the calendar site selected.

Site access list

Basic & Premium License Clients can choose from the following options:

  • Site Permissions
    • Administrator:Selecting this option will allow the group to approve events submitted for approval, publish events to the calendar without review, view reports, and access all site settings with the exception of global configuration options.
    • Standard: Selecting this option will allow the group to create and submit events for approval. This group will not have access to reports or site settings.
  • Display Permissions
    • View Private Events: Selecting this option will allow only for the group to log into the calendar site to view events. They will be unable to submit or edit events. Please note, if the site is configured to "allow public event submission, the group will be able to submit events.


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Advanced View

Available to Premium License Users, you can define with a greater level of control the actions that the group can take on the calendar site selected.

Site access list

Premium License Clients can choose from the following options:

  • Site Permissions
    • Calendar Settings: Selecting this option will allow the user to access: layouts, media library, event setup, product setup, event aggregation, and search settings.
    • User and Group Management: Selecting this option will allow the user to access to the Users Tile on the Site Settings Page.
    • Imports: Selecting this option will allow the user to create and modify event imports.
    • Sharing: Selecting this option will allow the user to access the sharing and template management tile on the Site Settings Page.
    • Locations: Selecting this option will allow the user to access the Locations tile on the Site Settings Page. Please note, this does not include Global Locations.
    • Advanced Settings: Selecting this option will allow the user to access: Analytics, API Configuration, External Authentication, and Site Management.
    • Reports: Selecting this option will allow the user to access: the "Reports" link found in the top level navigation of all administration pages. They will have access to all reports with the exception of the Location Conflict Report.
    • Layouts: Selecting this option will allow the user to access the Layouts tile on the Site Settings Page.
    • Categories: Selecting this option will allow the user to access the Categories tile on the Site Settings Page. Please note, this does not include Global Categories.
    • View Private Events: Selecting this option will allow only for the user to log into the calendar site to view events. They will be unable to submit or edit events. Please note, if the site is configured to "allow public event submission, the user will be able to submit events.
    • Site Event Approver: Selecting this option will allow the user to approve and edit any event submitted to the site.
  • Event Permissions
    • Media Library: Selecting this option will allow the user to browse the media library for images or attachments.
    • Upload Images / Attachments: Selecting this option will allow the user to upload their own images or attachments.
    • Free Items: Selecting this option will allow the user to add items to an event without a cost associated to them
    • Advanced WYSIWYG: Selecting this option will allow the user to use the advanced editor when creating an event to style the events description. They will be able to add/format lists,
    • Paid/Donation Items: Selecting this option will allow the user to add items to an event with a cost associated to them.
    • Highlighed Events: Selecting this option will allow the user to feature or highlight an event.


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User Group Access

In User Group Access you will add or remove individual user accounts into the group.

user group access
A list of all users currently active for all sites in the Event Publisher Tenant. Here you can search for users, add users to the group and remove users from the group.


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Add a User to a Group

Click the "Add" Link to the right of the Users Email address.

Add user to group


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Remove a User from the Group

Click the "Remove" Link to the right of the Users Email address.

Add user to group


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Conflicting permissions

When working with users and groups it is possible for an individuals User permissions to be in conflict with their group permissions. In these cases the highest level of permissions will prevail.

The following examples provide sample scenarios and outcomes for conflicting permissions:


  • Scenario 1: A user's account provides the ability to feature an event, but their group assignment does not.
    Outcome 1: The highest permission is applied, the user will be able to feature an event.

  • Scenario 2: A users is a member of a group that has the ability to approve events, but their user account does not.
    Outcome 2: The highest permission is applied, the user will be able to approve events.

  • Scenario 3: A user belongs to two groups, Group 1 allows access to the media library, Group 2 does not.
    Outcome 3: The highest group permission is applied, therefore the user will have access to the media library.

  • Scenario 4: A user belongs to two groups and has user account permissions defined, Group 1 does not allow access to Reports, Group 2 does not allow access to Reports, and the users account allows access to reports.
    Outcome 4: The highest permission is applied, therefore the user will have access to reports.


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Visitors

The following content applies to Visitors, or an account associated with a single person. A visitor account is a self service account, meaning that it was an account created by the individual, and not by a system administrator.



Available Actions

The drop down to the right of the visitor's phone number contains the following option:

  • View Purchases
Selecting view purchases will link to the reports page, and provide a purchase history for the visitor.