Setting up and managing Team Members

Through Team Members you are able to add new users to your account, providing them with access without compromising on security or data privacy.

Each Team Member will be provided with their own username and password for accessing the account, and assigned a role that will dictate their permissions.

This article covers:

• Team Members and their permissions
• How to set up a new Team Member
• Setting up a user with Producers Access
• How to change a Team Member's role
• How to remove a Team Member

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Team Members and their permissions

There are a total of 5 Team Member roles available for each account, with different level permissions.

Each account will have automatically have an Account Owner. This role is the original user and the main administrator, assigned on creation of the account. It has no restrictions on permissions.

TEAM MEMBER ROLES:	Account Owner 1 per Account	Power User Unlimited	Finance Unlimited	Bookings Manager Unlimited	Basic Access Unlimited	Box Office Manager* Unlimited	Box Office* Unlimited	Producers Access 1 per Event
Team Members Can invite, edit and remove team members		Power, Basic  and Producers Access only
Events Can create, clone and edit events, create and use templates
Reports Can access all reports						Box Office & Refunded Tickets reports only		Selected reports
Customer service Can look up, resend and move online bookings, gift certificates and donations
Amend bookings Can refund and edit online bookings, gift certificates and donations
Gift Certificate Can create and edit gift certificates
Integration Tools Can set up and manage integrations
Box Office Admin Can refund Box Office tickets and setup Box Office printers						Refund of Cash Sales Only
Box Office Point of Sale Can sell tickets on the Vanco Events Box Office, look up and resend bookings
Marketing Tools Can access and edit widgets and event listings
Scanning app Can use the scanning app to scan ticket holders into events								If enabled

*Box Office is currently only upon request. To have this feature enabled on your account please send us an email via [e-mail].

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Setting up new Team Members

The Account Owner and Power Users will be able to invite other Team Members to the account, giving new users access to the account to assist in the management of events and fundraising pages.

Only Account Owners will have permission to set up a Team Member with the role of Finance, or to move their role of Account Owner to a new Team Member.

Looking to set up a user with Producers Access? Please see: Setting up Producers Access 

To invite a new Team Member to the account:

1. From the Dashboard, click Team Members on the left menu
2. Click Invite a Team Member
   
   
3. Enter a valid email for the new Team Member in the Email field. This will be their username for accessing the account. Should you wish to set up multiple users with the same role, click Add another email address
4. Select the Role you wish to assign to the Team Member/s
   
5. Click Invite

The added Team Member will be set a an activation email to accept the invite. They will not be able to access the account until they have accepted the invite.

Haven't received the activation email? You can resend using the Resend Invite link to the right of the user. Don't forget to check Junk and Spam folders!

If they are a new user to Vanco Events i.e. their email is not already registered as a Team Member on a Vanco Events account, they will be prompted to sign up by entering their name and setting a password.


If they are an existing user i.e. their email is already registered as a Team Member an Vanco Events account, they will be prompted to accept or decline the invite when they next log in to their account.

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Setting up a user with Producers Access

Producers Access will allow an user to log in using an unique Producer ID and password, providing them with access to reports of you choosing for a particular event, as well as access to the the scanning app (if enabled). 

Perfect for 3rd parties that you want to keep updated with sales on the event or may be helping out on the door, but don't want to provide them access to editing the event or bookings taken.

To set up Producers Access:

1. From the Dashboard, under the Manage Event Overview, click on the name of event you wish to set up Producers Access for
2. On the left menu, select Producers Access under Other
3. Enter in a password
4. Select the reports you wish to provide them with access to by place a tick next to the report name
   Should you wish for them to also assist with scanning on event day, select Producers can access the scanning app
   
   
5. Click Save

You will simply need to provide your producers with the Producer ID and the Password set on this screen.

From there, they will be able to use those credentials to log in, taking them to a Dashboard that only displays the reports as you have selected for them to view.

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Changing a Team Member's role

Only Account Owners and Power Users have the ability to adjust the role of a Team Member on the account, changing their permissions. 

Only the Account Owner will have permission to change a Team Member's role to Finance, or move their role of Account Owner to an existing user.

To change a user's role:

1. From the Dashboard, click Team Members on the left menu
2. Click Edit on the right of the Team Member, under Action
   
3. Select the new role for their required permissions 
   
4. Click Save and Close

An account must have an Account Owner attached at all times. You will not be able to edit the existing Account Owner's role before the role of Account Owner is assigned to an new or existing Team Member. See Changing the Account Owner for further instruction on how to pass on the Account Owner Role to a new or existing Team Member

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Removing a Team Member from your account

Should you no longer wish for a user to have access to your account, you will be able to remove them from you Team Members. This action can be performed by Account Owners and Power Users only.

To remove a Team Member from your account:

1. From the Dashboard, click Team Members on the left menu
2. Click Remove on the right of the Team Member, under Action
   
   
3. A pop-up will display confirming which Team Member you have opted to remove. Click Remove to confirm the action for this user
   

Account Owners can not be removed from this screen. An account must have an Account Owner attached at all times. See Changing the Account Owner for further instruction on how to pass on the Account Owner Role to a new or existing Team Member