Admin Access & Setup New Account
How do I gain Admin Access on Platform 2.0?
I want to see a listing of my attendees? How do I do that?
If you previously had access, and no longer do, click here.
If you are getting a message that says an "Attendee Exists, but no permantent LOGIN please use their full email address instead for the search. 1) Go to "attendee view" and copy the email associated with the name you just entered in your search. 2) Return to the new admin screen and search using that email. You will then be given the option described in this next paragraph for adding that name.
When searching for an admin, it will give you the option to do a "Fast Addition" to create a new user, email only account.
For a detailed answer on how to set up a username/password account, click here.
Or... if you registered for an event using EventCORE, made a purchase thru cccAudio or used Essentials24, you may already have an account and you can follow these instructions.
Admin access does not require a separate login. You simply go to the end user site and if you are logged in, and have been granted admin access, a yellow admin bar will appear in the upper left corner (see image below). It will begin with the words "Admin" followed by various options. To test if you are logged in, look at the black tab on the opposite side of the top bar. If it says, "My Account" you are logged in.
Note for those looking just to gain admin access. The instructions below are for setting up new admins. There is no need to read further unless you want to set up a new administrator. In summary, to gain admin access you 1) log in and 2) the admin box will appear.
Additional Notes for Setting Up New Admins
When a new site is created (in the new platform), the creator is automatically granted full access which includes these five types of access:
- Set Up: This controls the appearance and information collection from the end user. It is where you set things like the dates, registraion types, questionnaires, images and so forth. Basically everything you need to do prior to launching your site.
- Access: This controls who is given administrative access to various parts of the site. You can grant varying degrees of access.
- Attendees: This allows you to see a list of attendees.
- Attendee Edit: The creator is granted permission to make edits to the attendee records.
- Money: Permission to perform money actions is granted.
Note: When you assign someone the "Site Settings" access, it will automatically give them all five of the above permissions. For the site creator, only the "Site Settings" box will be checked. There is no need to check the other boxes.
If you did not create the site, you'll need to have the site creator or someone with administrative permission grant access add you as an administrator for various sections (see the "Managing Access" section below).
Creating an Admin Account
Before you can become an administrator, a record needs to exist in the "login" database. To determine if you are logged in, look at the small black tab in the upper right menu bar. If it says, "My Account" you are logged in. If it says, "Login / Sign Up" then you are not logged in and will either need to create a "login" account or recover your password. You may learn more with the answer, "Creating a Login Account."
Once logged in, you can proceed to create your own sites or request administrative access to existing site by means of your site administrator. *Note, logged in doesn't mean you have to have a username/password combination. It simply means we've authenticated your identity in some fashion. Read the "Creating a Login Account" for more info.
Additional administrators can be created and maintained through an on-screen interface. Administrator permission is needed to add/remove administrators.
To access the administrative screen, click on the "Other" link in the upper left yellow Admin bar. This will bring up the "Additional Administrative Functions" page. In the search bar on the right, enter the word, "access" and look for the entry titled "Admin Access" in the Action Column. This will bring you to the Admin Page.
Admin Access Page
The page will load with a table of all of the current administrators. Check boxes indicate permissions, views and access that each admin currently has. You simply grant and revoke admin permisisons by use of the checkboxes. A check indicates that access is granted. So if an admin named John has the checkbox in the View Attendees column checked it means they will be able to view attendees. But if the "Edit Attendees" is NOT CHECKED, they will only be able to view the list. If "Edit Attendees" is checked it allows the attendees to actually make edits to attendee records.
To add a new administrator you simply enter their name or email address in the search box at the top of the page just underneath the page title. Matches will appear and you simply click the "Add" link to the left of the person's name to add them as an administrator. There name will be marked in red and you will need to add the access you wish for them to have.
If the desired individual doesn't show up, it means they have not yet created a permanent login record (explained above). You can do so right there on that page to create a user account designated as email only. The admin can later change it to a username password or can simply remain as an email only access account (they get a validation code each time).
If the individual has no boxes checked (and their name appears in red), they have no access. You can't technically remove an admin from the list once they've had access.
Check it All:
A final warning. In the past, I've seen some people grant all access to everybody. Although this is permissible, it isn't advisable. It is better to grant access as needed rathern than to take the "I don't want to be bothered again" approach. This is especially true of the boxes to the far right. Only one or two individuals should have access in these columns. Improper use of these three types can have grave consequences.
- Attendee View - allows you to view the attendee records
- Attendee Edit - allows you to make edits to attendee records
- Money Actions - allows you to process payments for attendees
- View Roommates - able to see who is roomming together and locations
- Edit Housing - can move attendees to various rooms, and change dates
- Hotel Rooms - view the information about hotel rooms
- Onsite Cashier - Restricted view allows payments and limited bio corrections
- Support Tickets - view and work on support tickets
- Edit Info - to edit the info items in the left sidebar menu
- Financial Report - see the current financial summary and bill for the site
- Site Settings - set up basic site, questionnaires and status
- Edit Tables - a DANGEROUS and powerfull tool that could ruin everything
Please note that the last two should be assigned very carefully. An incorrect setting could cause your site to be made inaccessible. If you assign someone "Site Settings" the automatically have full access to all of the above access options in black.
Sharing an Administrative Login
There is no benefit to sharing an administrative login and it actually is a disadvantage. For more on this topic, read this answer.
It originally was a bar across the top but we changed it to a box in the upper left. Many places in this site it will still be referred to as a bar. But no matter what it is called, it looks like this: