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.
Global contacts
Global contacts can be invited by or edited by all users regardless of department (except for Restricted Mode on the mobile app)
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.
- Go to the Events Manager.
- Select the event you wish to invite other departments to collaborate on.
- Click on the "Manage Collaboration" tab.
- 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.
- Open the Events Manager.
- Use the department dropdown filter to select events by department.
- 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.
Event Collaborators options for In-person Events
- Go To:
- ✅ Invitee Manager
- ✅ Events Mailing
- 🚫 Chart Builder
- ✅ Invitee Seating
- ✅ Check In
- 🚫 Media Requests
- ✅ Reports
- 🚫 Edit Details
- ✅ View Activity History
- ✅ View User Notes
- 🚫 Open Media Requests
- 🚫 Open/Close RSVP List
- 🚫 Hide Media Requests Denials
- 🚫 Hide Media Requests Approvals
- 🚫 Disable External Access ID
- 🚫 Reset External Access ID
- 🚫 Archive
- 🚫 Delete (no, its admins only anyway)
✅ Option available 🚫 Option not available
Event Collaborators options for Digital Events
- Go to
- ✅ Invitee Manager
- 🚫 Event page
- ✅ Events Mailing
- ✅ Reports
- 🚫 Edit Details
- ✅ View Activity History
- ✅ View User Notes
- 🚫 Open RSVP List
- 🚫 Create external access ID
- 🚫 Archive
- 🚫 Delete
✅ Option available 🚫 Option not available
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
-
Can do all actions related to invitees within any department they have full access to (Contact Owner)
-
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
See invitee actions detailed rules
Invitee/Contact Owner User (can be either Event owner or Event Collaborator) has full access to the department of the contact |
Event Owner (but non-contact owner) User that has full access to the department that owns the department but is not a Contact Owner |
Event Collaborator (but non-contact owner) User that do not have access to the department of the contact |
|
View Contact Details | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Edit Contact Details / Edit Invitee Details / Edit Guest Details | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Manage Consent | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
View Activity History | ✅ Has the option | ✅ Has the option | ✅ Has the option |
View Invitee/Guest Notes | ✅ Has the option | ✅ Has the option | ✅ Has the option |
Edit Invitee/Guest Notes | ✅ Has the option | ✅ Has the option | 🚫 Does not have the option to add, edit, delete note. But can see existing notes |
Add Guest | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Add Guest from Contacts | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Remove Invitee | ✅ Has the option | ✅ Has the option | 🚫 Does not have the option |
Remove Guest | ✅ Has the option | ✅ Has the option | 🚫 Does not have the option |
Create as Contact | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Convert to Invitee | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
Send Reset Password Instructions | ✅ Has the option | ✅ Has the option | 🚫 Does not have the option |
View Profile Updates | ✅ Has the option | 🚫 Does not have the option | 🚫 Does not have the option |
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
Prepopulating rules
Creating Contacts |
Global
|
Global | No Default | User Default |
Creating Temporary Contacts | Global |
Event department (if user has access) Global otherwise |
Event department (if user has access) User Default otherwise |
Event department (if user has access) User Default otherwise |
Creating temporary contacts via “Quick Actions” | Global |
Event department (if user has access) Global otherwise |
Event department (if user has access) User Default otherwise |
Event department (if user has access) User Default otherwise |
Add Guest via Invitee |
Invitee Department
|
Invitee Department | Invitee Department | Invitee Department |
Importing New Invitees from Excel | Template should skip asking for a department | Department is Required | Department is Required | Department is Required |
Excel Import of Updates * field will be present in export as detail but non-functional |
Completely ignored | Completely ignored | Completely ignored | Completely ignored |
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.
Invitee/contact details privacy rules
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.