User-Event-Edition-Roles

Overview

User-Event-Edition-Roles is a dedicated interface for assigning roles to users with event edition-specific scoping. Perfect for year-specific or edition-specific event assignments.

What are Event Edition Role Assignments?

Event edition role assignments grant users permissions limited to specific event editions (years). Examples:

• Volunteer for Summer Retreat 2024 only
• Coordinator for Harvest Festival 2025
• Temporary staff for Q1-2024 Training

Key Features:

• User can have multiple event edition assignments
• Each assignment: user + role + event edition
• Year/edition-specific access
• Perfect for temporary assignments
• Independent active status

Viewing Event Edition Role Assignments

The page displays:

• User name and email
• Assigned role
• Event edition (event name + year)
• Active status
• Created date
• Actions (View, Edit, Delete)

Filters: User, Role, Event Edition, Active Status

Creating an Event Edition Role Assignment

1. Click "Assign Event Edition Role"
2. Select User (required) - Search and select user
3. Select Event Edition (required) - Choose specific edition (e.g., "Summer Retreat 2024")
4. Select Role (required) - Choose role (Event Volunteer, Event Coordinator, etc.)
5. Active Status - Toggle ON/OFF (default: ON)
6. Valid Until (optional) - Set expiration date (highly recommended for editions)
7. Assignment Reason (optional but recommended) - Document the assignment
8. Click "Assign"

Field Details

Valid Until (Optional but Recommended):

• Set expiration date aligned with edition end date
• Particularly important for annual editions
• Example: For "Summer Retreat 2024", set to August 31, 2024
• Leave empty only for historical access (auditors, reviewers)
• Auto-deactivates on expiration date

Assignment Reason (Optional but Recommended):

• Document why access is granted for this specific edition
• Especially important for year-specific assignments
• Examples:
  • "Volunteer for Summer Retreat 2024 (July-August)"
  • "Temporary coordinator for Q1-2024"
  • "Annual volunteer - returns each year"
  • "Historical access for 2023 edition audit"
  • "Seasonal staff during summer program"

Assignment Examples

Temporary Event Volunteer

Configuration:

• User: Mike Johnson
• Event Edition: Summer Retreat 2024
• Role: Event Volunteer
• Active: ON

Result: Mike has volunteer access for Summer Retreat 2024 only. No access to 2023 or 2025 editions.

Multi-Year Coordinator

Create separate assignments:

1. User: Jane Smith, Edition: Summer Retreat 2024, Role: Event Coordinator
2. User: Jane Smith, Edition: Summer Retreat 2025, Role: Event Coordinator

Result: Jane coordinates 2024 and 2025, but not other years.

Seasonal Staff

Configuration (for Q1, Q2, Q3, Q4 2024):

• Create 4 assignments for same user
• Each for different quarterly edition
• Same or different roles

Managing Assignments

Editing

1. Find assignment
2. Click Edit
3. Update edition, role, or active status
4. Save

Deleting

1. Find assignment
2. Click Delete
3. Confirm

When to Delete: Assignment was created by mistake, or user definitively won't return.

Alternative: Deactivate to preserve history.

Best Practices

1. Use for Temporary Access: Event editions are perfect for seasonal volunteers
2. One Assignment Per Edition: Create separate records for each year
3. End-of-Year Cleanup: Review and deactivate past edition assignments
4. Edition vs. Event: Use editions for year-specific, events for ongoing roles

Common Scenarios

Annual Event Volunteer

Each year, create new assignment:

• 2023: User + Summer Retreat 2023 + Volunteer
• 2024: User + Summer Retreat 2024 + Volunteer
• 2025: User + Summer Retreat 2025 + Volunteer

Historical Access

Grant access to past edition for data review:

• User: Auditor
• Edition: Summer Retreat 2020
• Role: Reviewer
• Active: ON (temporary, for audit period)

Edition-Specific Coordinator

User coordinates specific year only:

• User: Sarah
• Edition: Leadership Training Q1-2024
• Role: Quarterly Coordinator
• Active: ON (deactivate after Q1)

When to Use Edition Roles vs. Event Roles

Use Event Edition Roles when:

• Year-specific assignments
• Temporary, seasonal volunteers
• One-time coordinators
• Historical data access

Use Event Roles when:

• Ongoing responsibility across all years
• Permanent event staff
• Event Leads managing all editions

Year-End Workflow

End of each year:

1. Review all assignments for past year's editions
2. Deactivate completed assignments
3. Create new assignments for upcoming year
4. Update roles as needed (promotions, etc.)

Common Questions

Q: Can I assign a user to multiple editions of the same event? A: Yes, create separate assignments for each edition.

Q: What's the difference between Event and Event Edition assignments? A: Event = all years. Event Edition = specific year only.

Q: Can I copy assignments from one year to the next? A: No automatic copy. Manually create new assignments for each year.

Q: Should returning volunteers get new assignments each year? A: Yes, create new event edition assignment for each year they return.

Q: Can I assign access to future editions? A: Yes, create the edition in Event Edition Settings, then assign users.

Related Topics

• RBAC Admins - Unified user setup
• User-Event-Roles - Event-wide assignments
• User-Campus-Roles - Campus assignments
• Event Edition Settings - Manage event editions