EventPro Planner Manual

Create User Right Groups

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Create User Right Groups

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Create User Right Groups

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Before beginning, make sure that you read the explanation of User Right Groups above.

1.Select Setup | User Right Groups from EventPro Planner’s main menu.
2.The Setup User Right Groups screen appears.

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3.Click the New button in the upper right corner of the screen.
4.The Setup User Right Group [New] window appears.

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5.Enter a name for the group in the Group field at the top.
6.Select User Rights by checking the desired boxes.  Remember that at this stage you are creating a general set of rights that will apply to most of the users in this group.  You can later customize the rights for an individual user.
Click to expand/collapse textReport Menu

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Choose which types of reports, if any, this user right group will need to access.
Click to expand/collapse textFile Menu (License Update, Change Password, Audit Log)

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Determine whether you want this user right group to be able to update the license, change the password or access the Audit Log.

Click to expand/collapse textAccess Setup

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Determine whether you want this user right group to be able to access the setup of users and user rights, status codes, general lookup tables, event category templates, letter and label templates, user fields, taxes and/or system settings.

You probably do not want every user to be able to enter and edit crucial information such as user rights and system settings.
Click to expand/collapse textAccess Utilities

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Determine which utilities – such as event recalculation, purge error log, spell check setup, etc. – this user right group will be able to access.

NOTE:  You want to be cautious about allowing access to utilities, as the careless use of some utilities, such as Send/Retrieve Data, could accidentally erase all of your data.
Click to expand/collapse textAccess Company/Contacts

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Decide whether this user right group can access companies or contacts.  Giving access to this area only provides viewing rights.  If you want the user group to be able to create, modify or delete companies or contacts, you must check the applicable checkboxes.

Note that if you allow the group to create, modify or delete, the Access checkbox is automatically selected (as you obviously need access in order to create, modify and delete).        
Click to expand/collapse textFinance (Invoices, Payments, Budgets)

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1.Determine whether the user right group will have access to Invoices, Payments and/or Budgets.
2. If they can access Invoices, decide whether they can create, recreate, modify, void and/or export invoices.
3.If they can access Payments, choose whether they can create, modify and/or void payments.
4.If the user group can access Budgets, determine if they can Create/Modify/Delete Budget Items or Modify Budget Amounts.
Click to expand/collapse textAccess Booking

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Choose whether the user right group has access to bookings and, if so, whether they can create bookings. If the group can create bookings, the Access checkbox will be automatically selected.
Click to expand/collapse textAccess Events

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1.Decide whether this user right group will be able to access events, and if so, whether they will be able to delete, assign, import/export and/or modify events.
2.If the user right group can Modify Events, choose whether they can modify All or Assigned Events Only.  Note that you can only choose one.
3.Check the box if this group can Modify Event Setup.
4.You can also choose whether this user right group can access Attendees, Exhibitors or Attendee Online Functions (if you have purchased any or all of these separate modules), and if so, what they can modify within each heading.
5.Later, when you create events, you will be able to set the lock level for each of them. Use the checkboxes to indicate the Lock Levels to which the user right group can set an event and which lock levels they can modify.
a.Open means the event has just been booked and details have not been confirmed. The event is still “open” to be worked on.
b.Locked can be used to close an event to all staff members except those with the user rights to unlock it. The Locked level is used as a short-term way to prevent other users from modifying an event.
c.A Finalized event has been approved by the client. All details have been confirmed and all contracts and deposits have been received.
d.A Completed event is one that has taken place, and for which staff begin to finalize the charges.
e.A Closed event has been invoiced and paid for, and is closed financially. If you want the event to be locked and archived for long-term, you set the lock level to Closed.
6.To prevent events from being tampered with, you can determine who has access to certain lock levels and who can change the lock levels of events. For example, you may not want just any user to be able to unlock locked events or re-open closed events. Therefore, you will want to limit who can set the lock level to Open and who can reopen closed events.
7.You may also want to create a hierarchy based on the ability to set lock levels. For example, a certain user right group may be able to set the event lock level to Finalized, but cannot set it forward to Completed or back to Open. The next user right group may be able to set the event lock level to Completed, but cannot set it back to Open or Finalized.  You will probably also want to limit the number of users who can modify events once they are Finalized or Completed.
8.You could also create a hierarchy of rights based on the ability to alter events of certain lock levels. Perhaps the users who can set the lock level as Finalized cannot modify a finalized event. The users who can set the lock level to Completed can modify a finalized event, but once they set the event to Completed, they cannot make further modifications. In this way, you can ensure that events move through the chain of command without being in the care of several different groups of users at the same time.
9.To learn how to set lock levels for events, see Chapter 5: Set Up an Event, Event Maintenance Overview, Editing, Logo and Other Functions: Options button, Set Lock Level.
Click to expand/collapse textView All Actions

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Check the boxes if this user right group is allowed to view all actions.
Click to expand/collapse textEvent Status Rights

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Check the boxes to indicate the Status(es) to which this user right group can change an event.  Also indicate the status(es) of event which this user right group can modify and/or delete.
7.When you set all the user rights you want for this user right groups, click Save.
8.Continue adding groups until you have identified all the groups you need, although you can return to the Setup menu later to add groups at any time.