TABLE OF CONTENTS

• 1. User Roles & Access
• 2. Super Admin
• 3. Reports
• 4. Contact Preferences
• 5. Hide Email from Agents/Clients
• 6. Receiving Enquiries or Finance Email

This help document will explain the different user roles and the differing levels of access each type of user has. This will also explain how to assign the user role in www.myeventschannel.com.

It is important the user role is correctly assigned and suitable for the purpose of the user. Users should not be given more access than what is necessary.

1. User Roles & Access

Type of Roles:

• Venue User
• Venue Administrator
• Venue Manager
• Venue Group Manager
• Super Admin 

Access Table

2. Super Admin

Super Admin users are responsible for the users listed and the access they have. User Roles can ONLY be amended by the Super Admin of the listing or the Venue Support Team.

Access limits:

• There can only be one Super Admin per listing
• They can not override email addresses, the incorrect or old email must be removed and the new email address must be added as a new user. 
• They cannot remove Venue Group Managers. They can, however, click on the Venue Group Manager they wish to be removed and request deactivation. 
• Super Admins cannot amend other users’ contact preferences. Due to GDPR Contact preferences must be done by the user within their account or our team can make the changes as long as the user themselves send us an email with their request.

Change of Super Admin:

If the Super Admin rights need to be changed over to another user the current Super Admin can do this by going to their user profile and deselecting the Super Admin button. They will then be asked to select another user as the Super Admin.

Alternatively, moving the rights can be done by our team however, we would ask you to provide a reason for the change such as ‘user no longer works at the venue’ or ‘user no longer needs to deal with the users listed’.

How the Super Admin gives their access to another user - Once logged in go to 'Super Admin Profile' at the top of the page and click on the venue you want to amend.

Go to 'Users' on the left-hand side panel and click on your Name.

At the bottom of the Details page, you will see a button for super admin rights, click on the button to change it to 'NO' and you will be asked to select another user on the listing as the Super Admin. You cannot remove yourself from Super Admin without selecting someone else. 

Click Yes to select another user. You will be asked to input your password and continue for security purposes. 

Once you do this you can select the user you want to be Super Admin instead of yourself by clicking the 'select' button next to the user.  You can only select a user to be super admin their user role is a Venue Manager or above. You can change the contact's user role by going to the user's profile. 

Lastly, click Yes to confirm you are giving your Super Admin access to another user. 

The contact that you have selected will now be the super admin for thar venue.

3. Reports

Reports are additional access, this access can be given to you by our team. If we receive a request to give a user access we may contact the Super Admin or Subscription contact for permission before we make the changes. 

• Access to reports can only be provided to a user by the venue support team. 
• The request to provide access to reports must be sent to our team via email. 

4. Contact Preferences

Contact Preferences tell us how you wish to be contacted by us and what information you want to receive.
 

When your email address is first added to a listing you will receive a verification email with a link asking you to verify your account. When you verify and log into www.myeventschannel.com for the first time you will be given a contact preferences form to complete. This is where you can tick yourself to receive enquiries or accounts emails. 

Due to GDPR, the Super Admin cannot amend another user's contact preferences. The user must amend their own contact preferences by logging into their account. Our team can amend contact preferences for the user however, we will need written consent in the form of an email from the user themselves in order to make the changes. 

To update your contact preferences log in to your venue portal by going to www.myeventschannel.com and entering your email address and password.

Once you have logged in, click on your name in the top right-hand corner of the screen, in the drop-down and select 'Your Profile'.

Next you will need to select 'Contact Prefs'.

From here you will be able to select whether you would like to receive enquiries for your venue.

Remember to click Save at the bottom of the page.

5. Hide Emails from Agents/Clients

Any users that need access to the listing but DO NOT need to receive enquiry or account notifications can be 'Hidden in GRATIS'.

GRATIS is the platform our agents use to search for venues, send enquiries and manage bookings. 'Hiding' the email address means the user will still have access to the listing, they may be able to amend the listing, pull reports and respond to enquiries if they wish however, the booking agents will not see their email address on their contact list preventing the user from receiving any enquiries or finance documents. 

Super Admins are not able to Hide users. If a user needs to be hidden in GRATIS please contact our team to make the changes

6. Receiving Enquiries or Finance Emails

All users ticked to 'Receive Enquiries' will receive the email notifications by default. If you or another user are not receiving enquiries but need to please ensure your contact preferences are updated and 'Receive Enquiries' is selected to 'Yes'. As well as this you will see under enquiries 'to receive Conference' and 'to receive Accommodation'. Please select the type of enquiries applicable to you. 

Agents do have the ability to select additional users on their enquiry, even if the user is not ticked for enquiries.  The agents may want to do this if they have been in communication with someone specific at the venue. If the user does not want to be contacted by the agent at all we can 'Hide' their email address from agents. 

It is important users contact preferences are correct as this might be the reason they are receiving or not receiving enquiry notifications. 

Accounts Contact/Finance - If you need to receive invoices or commission claims you can set your contact preferences to receive 'Accounts'.

Please note: For fully listed venues if we are asked to make any amendments/additions/removals to Venue Group Managers or certain users we may get in touch with our contacts at the Venue, Group or Ownership for confirmation before we proceed. This depends on the type of change requested and who requested it. 

Should you have any questions or need our team to make changes to users on your listing(s) please contact us

Email: venuesupport@venuedirectory.com

Phone: 0344 979 1240