Managing Access to an Event
How people get into an event, how to add crew with or without an account, how event permissions work, and how organization admins join and manage any event.
Every person who works inside an event is on it as crew of one of its collaborators. Being on the event decides which collaborator you belong to; your permissions decide what you can see and do there. Event admins add people and set their access, and organization admins can step into any event their organization runs.
Adding someone to an event
People are added from the event's Crew page.
Open Crew
Choose who to add
Give them an account, if needed
Under Account, enter an email to invite a new person, and choose an event license for them or leave No license. For someone already in your organization, turn on Connect user account to link their existing login.
Set permissions
A crew member without an account still appears on the event, in schedules and contacts, but cannot sign in to it. Crew are covered in more depth in Crew.
How event permissions work
Permissions sit at three levels:
- Event: what someone can do across the whole event, such as reading it, changing its settings, adding areas, or archiving it. An event admin can do everything.
- Collaborator: what someone can do within a collaborator, such as managing its crew, editing or approving its advances, or adding activities.
- Area: what someone can do within an area, such as reading it, adding activities, or managing its files.
Someone whose access is limited to their own collaborator sees that collaborator's part of the event, not everything on it. See Permissions for how the levels combine.
Organization admins and event access
An organization admin never needs to be invited into their own organization's events.
- Joining an event. When an organization admin opens an event they are not on, BackOps adds them automatically when they hold a BackOps Pro seat. Otherwise a Join dialog asks which Collaborator to join and whether to Join with license; without a license, they join as a guest with basic access.
- Managing permissions from the events table. The Manage permissions button on an event's row opens the Event permissions dialog. It lists the event's crew with their license and permissions. Select a person to change their permissions on the event, or change or remove their event license. Removing a license frees the seat and can remove that person's elevated access on the event. The dialog manages people already on the event; it does not add new ones.