Introduction

The new Events Collaboration feature in Events by Launchmetrics is designed to enhance teamwork and streamline event management by allowing multiple departments to collaborate on the same event. Departments are responsible for their own invitee list and can manage it without any disruption from other teams. 

General Overview

The collaborative aspect of Events Management applies for both web and mobile.

Event Owners

Users who have full access to the department of the event. 

• Can modify all event-level details in an event in their department (as they can today).
  • Event details (name, date, location).
  • Seating chart configurations.
  • Publish/unpublish digital Events
• Can define which users & departments they want to collaborate with at an event level.
  • Collaborating with a department implies that all users within that department can access the event and are considered collaborators.
• Can modify invitee-level details (RSVP, etc) for all invitees in an event in their department.

Event Collaborators

Users who have been granted this role at the event level, either explicitly at their user level, or via their department.

• Can see the event but cannot modify anything at the event level.
• Can invite their own contacts and can manage their own contacts as invitees.
  • Permanent contacts from their department.
  • Temporary contacts added for the event.
• Can read but cannot upload or delete Events documents

Contact Owners

Users who have full access to the department of the Invitee/Contact.

• In the context of Events, they can be either Event Collaborators or Event Owners, and can see and do everything related to their Invitee/Contact.

Managing collaborative events

Set up collaboration

For Event Owners, there is a new option called Manage Collaboration in the Options dropdown of an event in Event Manager. This collaboration is managed event by event. Your events are not collaborative by default, you need to explicitly give access to other teams. 

1. Go to the Events Manager.
2. Select the event you wish to invite other departments to collaborate on.
3. Click on the "Manage Collaboration" tab.
4. Add collaborators by selecting specific users or departments.
    

Navigating between Owned Events and Collaborative Events

In Events Manager, you can navigate between owned Events and collaborative Events using the department filter. 

1. Open the Events Manager.
2. Use the department dropdown filter to select events by department.
3. Departments with at least one event you have collaborative access to will be displayed with the Collaborator tag.

As an Event Owner, all options to manage your Event will be available from the options dropdown menu just like for regular events.

As an Event Collaborator, you will have fewer options regarding this event. 

Manage invitees in collaborative Events

Overview

Regarding inviting contacts, Event Owners and Event Collaborators can:

• “Add from contacts” only contacts from departments they have full access to, including Global if applicable
• “Create & Invite New Contact” within their own departments
• “Create new Event Contact” (a.k.a Temporary contact) within their own department

Regarding managing invitees,

• Event Collaborators 
  • Can do all actions related to invitees within any department they have full access to (Contact Owner)
    • Invitee-level attributes
    • Contact-level attributes
  • Cannot do any actions related to invitees not in their department
• Event Owners
  • Can modify any invitee-level attribute of all invitees, regardless of their department
  • Cannot modify contact-level attributes of invitees not in their department

Invitee Department

From the interface or via the manual import, adding a department attribute to your invitee is now mandatory. We added some prepopulating rules to avoid extra clicks or steps on your side. 

Please note that guests of invitees will be automatically added to the invitee's department

To help navigate between invitees from multiple departments, a department filter is available in Invitee Manager. 

Queue Options

All invitees queue actions are available to the Contact Owner and the Event Owner. 

• For "Export Photos”, “Export Addresses” (aka Dots) and “Export Barcodes” queue options
  • Event Owners are allowed to queue up all invitees (for bulk actions). 
  • Event Collaborators can only queue up their own invitees/contacts.
     

Please note that the Event Owner who is not a Contact Owner, cannot add an invitee to a contact group nor create a contact with the invitee. 

Exporting Invitees

Users cannot export for update invitees not in their department, even if they are the Event owner.

Importing invitees

• When importing invitees, the department attribute will be mandatory
• When importing export for update files, any changes made to the Department column would be ignored

Enhanced invitee/contact privacy

Invitee details may need to be kept within your department as you choose to collaborate on certain events. You may want to keep certain invitee/contact information confidential and not share it with other departments working on the same event as you.

You can do so by enabling the Events Privacy feature in Admin Settings.

Invitees' first and last names will always be shared between departments, along with some non-sensitive information. Other invitee/contact details will be redacted if you're not the contact owner. See the table below for a complete overview of the viewable fields across contact owners and non-contact owners.

This will apply to any pages with invitee information or any export options.

Please note that the External Access ID is only visible to Event Owners if the Contact Privacy admin setting is enabled.

Events mailing in collaborative Events

Event Owners can add/remove any invitee to a mailing, while Event Collaborators can only add their invitees

Mailing templates can be created, seen and all attributes edited by all Event Owners & Event Collaborators alike including scheduling, sending, and mailing settings.

• Templates with no department attributed to them, will remain at the event level.
• Anyone can delete a mailing template.
   

For the automated emails - only the Event Owners can manage them (activate/inactivate/create/delete/Edit Draft/Email Address Settings/Edit Notes).

• Event Collaborators can view the automated templates list, but without any controls to change them.   
• Event Collaborators can view recipients
   

Seating chart management in collaborative Events

Chart Builder

The chart builder is only accessible to Event Owners.

Seating Invitees

Event Owners, even if they are not Contact Owners, can:

• Assign/assign to standing/assign to priority standing/unassign seats to all invitees.
• Take over a seat 
• Swap seat
• Double seat

Event Collaborators, who are Contact Owners, can:

• Assign/assign to standing/assign to priority standing/unassign seats to their invitees.
• Take over a seat 
  • ⚠️ If user is not the Contact owner of the seat occupant then they cannot perform this action
• Swap seat
  • ⚠️ If user is not the Contact owner of the seat occupant then they cannot perform this action
• Double seat on any invitees

Event Collaborators, who are not Contact Owners, cannot:

• Assign/assign to standing/assign to priority standing/unassign seats to another department's invitee
• Take over a seat from another department's invitee
• Swap seat from another department's invitee

Empty seat actions

Event Owners can:

• Block/unblock a seat
• Search invitees
  • If Events Privacy is enabled, events owner can not search contacts by redactable fields

Event Collaborators cannot block/unblock a seat.

Event Collaborators can search invitees for which they are Contact Owners.

Check-in Invitees in collaborative Events

Anyone can check in invitees, regardless of whether they are Contact Owners, on both desktop and iOS app.

Reporting in collaborative Events

All reports are accessible by Event Owners or Event Collaborators, redaction rules will apply if the Events Privacy feature is enabled.

Media Requests

Media Request is not compatible with collaborative events.