User-Event-Roles

Overview

User-Event-Roles is a dedicated interface for assigning roles to users with event-specific scoping. Manage who has access to which ministry events through this focused interface.

What are Event Role Assignments?

Event role assignments grant users permissions limited to specific events. Examples:

• Event Lead for Summer Retreat (all years/editions)
• Volunteer for Harvest Festival
• Coordinator for multiple events

Key Features:

• User can have multiple event role assignments
• Each assignment: user + role + event
• Event-level access (not year-specific)
• Independent active status per assignment

Viewing Event Role Assignments

The page displays:

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

Filters: User, Role, Event, Active Status

Creating an Event Role Assignment

1. Click "Assign Event Role"
2. Select User (required) - Search and select user
3. Select Event (required) - Choose event from dropdown
4. Select Role (required) - Choose role (Event Lead, Event Volunteer, etc.)
5. Active Status - Toggle ON/OFF (default: ON)
6. Valid Until (optional) - Set expiration date for temporary access
7. Assignment Reason (optional but recommended) - Document why access is granted
8. Click "Assign"

Field Details

Valid Until (Optional):

• Set expiration date for temporary event assignments
• Leave empty for permanent event access
• Useful for temporary event coordinators
• Auto-deactivates on expiration date

Assignment Reason (Optional but Recommended):

• Explain why this event role is being assigned
• Examples:
  • "Event Lead for all Summer Retreat editions"
  • "Permanent event coordinator since 2023"
  • "Coordinates all ministry events"
  • "Event team member - ongoing responsibility"

Assignment Examples

Event Lead for All Editions

Configuration:

• User: Sarah Johnson
• Event: Summer Retreat
• Role: Event Lead
• Active: ON

Result: Sarah manages all Summer Retreat editions (past, present, future).

Multi-Event Coordinator

Create separate assignments:

1. User: John Doe, Event: Summer Retreat, Role: Event Coordinator
2. User: John Doe, Event: Harvest Festival, Role: Event Coordinator
3. User: John Doe, Event: Leadership Training, Role: Event Coordinator

Result: John coordinates all three events.

Managing Assignments

Editing

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

Deleting

1. Find assignment
2. Click Delete
3. Confirm

Tip: Deactivate instead of delete to preserve history.

Best Practices

1. One Assignment Per Event: Create separate records for each event
2. Consistent Roles: Use same role names across events
3. Event vs. Edition: Use this page for ongoing event responsibilities across all years
4. Team Reviews: Quarterly audit of event team assignments

Common Scenarios

New Event Launch

1. Create event in Event Settings
2. Assign Event Lead
3. Add Event Coordinators
4. Add Event Volunteers

User Leads Multiple Events

Create one assignment per event they lead.

Seasonal Event Team

For recurring annual events, use this page. For one-year-only assignments, use Event Edition Roles.

When to Use This vs. Event Edition Roles

Use Event Roles when:

• User responsible for event across all years
• Ongoing, permanent event role
• Event Lead or Coordinator positions

Use Event Edition Roles when:

• Temporary, one-year assignments
• Specific edition volunteers
• Year-specific access needed

Common Questions

Q: Can a user have roles for multiple events? A: Yes, create separate assignments for each event.

Q: What's the difference between Event Roles and Event Edition Roles? A: Event Roles apply to ALL editions of an event (all years). Event Edition Roles are specific to one year/edition.

Q: Can roles differ across events? A: Yes! User can be "Event Lead" for one event and "Event Volunteer" for another.

Q: If assigned through both RBAC Admins and Event Roles? A: No conflict - permissions are additive.

Related Topics

• RBAC Admins - Unified user setup
• User-Campus-Roles - Campus assignments
• User-Event-Edition-Roles - Edition-specific assignments
• Event Settings - Manage events