Access to different features in the Organizer App is determined by roles configured in the Management Dashboard. Each role controls what the user can see and do across modules like Experiences, Attendees, Incidents, and more.
Role Assignment and Setup
The Organizer App dynamically adapts to the user’s assigned role. Only modules and tools allowed through the Management Dashboard → Organizer App Roles will be visible.
Dynamic Layout: Modules appear or disappear based on access permissions.
Streamlined Experience: Users only see relevant tools, reducing clutter and improving efficiency.
Real-Time Sync: Changes made in the dashboard are reflected instantly in the app.
Admins manage roles and permissions through the following steps:
Log in to your account.
Find the Administration tab on the left sidebar.
Click on it to expand the menu.
Select Organizer App Roles from the expanded menu.
You will be redirected to the Organizer App Roles page.
The list of roles will be visible, click on any Role Title to view and edit details, or click on “+New Role” in the top right corner to assign a new one.
Configuring a New Role
On the New Roles page, admins can create and configure roles, then assign staff to these roles within each event for event-specific access.
Admins will be required to fill the following:
Role Title (Required): Add a specific title to the role
Priority (Required): Set the priority level for this role.
Role Access: Control permissions for each module from the below list by choosing the access type (Full Access – Read Only – No Access)
Attendees: Attendee lists, profiles, and related tabs across modules.
Experiences: Experiences, capacity management, and visibility in profiles, itineraries, and search.
Rides: Rides, journeys and attendee ride related tabs.
Flights: Flight lists, details and attendee flight related tabs.
Reservations: Reservation lists, details and attendee reservation related tabs.
Venues: Venue lists, details and deep search results.
Updates: Updates, scheduled announcements, and management.
Incidents: Incident reports, details, and notes
Session Check In: Session check-in and attendee validation via QR codes.
Admission Portal: Admission portal, log in, and link a device
Chats: Attendee, staff, driver, and support chats.
Flags: Indicates potential issues with account, flags account for immediate suspension due to a critical issue.
Once all the required details are filled in, click Create in the top-right corner of the screen.
If you need to exit without saving, click Cancel.
Assigning Roles To Staff
Admins can assign the newly created roles to their staff members through the following steps :
Log in to your account and choose your event.
Find the Registration tab on the left sidebar.
Click on it to expand the menu.
Select Staff from the expanded menu.
You will be redirected to the Staff page.
The list of staff will be visible, click on any name to view and edit details, or click on “+Add Staff Member” in the top right corner to add a new one.
Admins will be required to fill the following:
Photo (Optional)
First Name (Required)
Last Name (Required)
Role (Required): This is where admins can choose specific roles that were previously created and assign it to the staff members.
Email (Required)
Contact No.
Credentials
Username (Required)
Password (Required): Passwords are automatically generated and can be manually changed.
Other Events (Optional): Add a link to redirect to other events.
Documents (Optional): Upload any documents related to this staff member (you can upload files in PDF, SVG, PNG, JPG or GIF formats with max size 5 MB)
Once all the required details are filled in, click Create in the top-right corner of the screen.
If you need to exit without saving, click Cancel.
Experiences Module
Full Access
Organizers can fully manage all experiences, including session setup, capacity, and attendee engagement.
View and edit the full Experience List.
Access session details, check-in features, and capacity settings.
Send updates and announcements to attendees.
Limited Access
Organizers can view session lists and capacity status but cannot manage or edit sessions.
Cannot perform manual check-ins.
Cannot configure capacity settings or send updates.
View-only access to basic session information.
No Access
This module is hidden entirely. The user will not see sessions or experience tools.
No access to session content, check-in, or announcements.
“Happening Now” and experience tabs are not displayed.
Capacity Management
Full Access
Organizers can monitor and modify capacity settings in real time.
Update seat limits and switch between capacity modes.
Access “Manage Capacity” from the Experience page.
Control the capacity strategy directly.
Limited Access
Organizers can monitor capacity data but cannot make edits.
Read-only access to the “Manage Capacity” section.
Helpful for teams who need visibility but not editing rights.
No Access
Organizers will not see any capacity tools or metrics.
The “Manage Capacity” section is hidden.
No visibility into seat limits or attendee volume.
Updates
Full Access
Organizers with full access can manage the entire updates process, from creation to sending, using multiple entry points and delivery methods.
Access the Updates List: View the complete list of updates from the Updates tab or through the Home Page.
Create New Updates: Start a new update using the “+” button on either the Home Page or the Updates Page.
Compose and Send: Write a notification message with a title and body. Choose from multiple delivery methods including app notification or SMS.
Delivery Options: Send immediately, schedule for a future time, or save the message as a reusable template.
Limited Access
Organizers with limited access can draft and submit updates, but cannot send them directly. Updates must be reviewed and approved by someone with full access.
Drafting Updates: Organizers can create messages with a title, body, and desired delivery method (SMS or app notification).
Approval Workflow: Once submitted, the update is routed to a full-access team member for review.
Full Access Review:
If approved, the update is sent according to its delivery settings.
If rejected, the creator is notified and can revise or discard the message.
No Access
The update interface is fully hidden from the Organizer App.
Scanning Attendees
Full Access
Organizers can scan attendee QR codes and manage check-in or check-out flows.
Check attendees in and out from both the Home Page and Experience page.
View scan history and real-time attendance status.
Limited Access
Organizers can access the scan screen and view results but cannot perform check-in actions.
Helpful for support roles who assist without managing attendee status.
No Access
The scanning option is hidden entirely.
No ability to view or initiate check-ins.
The scan button is removed from all screens.
Incidents Module
Full Access
Organizers with full access can manage incidents from end to end. They can report, track, resolve, and edit incidents in real time with full visibility into all details.
Submit new incident reports with title, severity, scope, description, and attachments.
View incident logs, updates, status, and assigned personnel.
Edit, delete, resolve, or reopen incidents.
Experience smooth error handling and loading feedback.
Limited Access
Organizers can view incidents and their current status but cannot create or modify them.
The “+” button to create a new report is hidden.
Resolve and Reopen actions are disabled.
Can only view existing reports.
No Access
Organizers with no access to this module cannot see it or interact with incidents in any way.
The Incidents tab is hidden from the app.
No access to incident data or reporting features.
Attendees Module
Full Access
Organizers with full access can manage all attendee information. This is ideal for organizers handling attendee check-ins, support, or logistics.
View the full attendee list.
Access individual profiles, session history, and interaction logs.
Search, filter, and interact with attendee records.
No Access
Organizers without access to this module will not see any attendee information.
The Attendees tab is hidden.
Searching or viewing attendees is disabled.