User management in guestoo

Note: The creation of new manager users is only possible as the owner of the agency!!

• Go to the "Agency" item in the menu bar and switch to the tab "Users"
• Click on the button "+Add manager user"
• In the new window you have the option of entering one or several email addresses that should receive an invitation as a manager user
• If you want to enter several email addresses at once, you can separate them with a comma. You also have the option of inserting several email addresses one below the other, e.g. from a copied Excel column
• Further down you have the possibility to assign a user role of your choice to the invited users
• You can find out what the individual user roles mean and what rights they have here
• You also have the option to change the text in the email to the invited users
• Then click on "Invite"
• The invited managers will now receive an email from guestoo in which they must click on a confirmation link that will lead them to register as a manager user. Here, each user must assign their own password, which they will later use to log in to guestoo

The following options are available in guestoo to separate events and guest data from each other and only give certain users access to certain data.

Agency

The agency is created automatically when you sign up for guestoo.
An agency is a closed container. All data in an agency (events, templates, guest data ...) cannot be shared with other agencies.

A user (an email address) can be assigned to several agencies with different roles - but can only have one role within an agency. In order to see the agency data, however, the user must actively switch to the corresponding agency. This is done via the mask icon (on the desktop by clicking on your own name in the top right corner -> menu item “Switch agency”).

Role: Administrator / Owner

• This role is automatically assigned to the person who creates the agency in guestoo
• Has full access to all agency data and can make changes to everything
• Can change the guestoo agency subscription and maintain and edit all payment data
• Can add new manager users to the agency (including additional agency admins)

Role: Agency manager

• Has full access to all agency data
• May create, manage and delete events and guests
• However, may not add new users to the agency
• Does not have the necessary rights to change the guestoo subscription
• Cannot manage the agency or guest managers

Role: Event- & Guest admin

• May view, edit and delete all created events and the address book
• Can create, manage and delete events and guests

Role: Event-related manager

• May not initially be allowed to do anything
• As soon as they are assigned a role as an event-related manager in an event, they have the authorizations assigned for this specific event
• Depending on the role assigned to the respective event, they can, for example, only check in guests (check-in manager) or manage the guest list (event-related guest manager)
• When creating/editing an event-related manager, you can also give them additional rights/restrictions:
  
  • Permission to create events
    Can create your own events, with or without a template.
  • Can create events from templates
    Can create own events, but only based on existing templates.
  • May duplicate events
    Can duplicate existing events to which they are assigned as an event-related manager.
  • Assign tags to new events
    Can assign keywords to new events.
  • Use contact details for new events
    If the event-related manager creates an event (new, from template or duplicated) that does not contain contact details for the guests, the contact details of the event-related manager are automatically used.
  • May access the address book in the event
    Add guests to the event by searching for contacts in the address book.
  • Lock guest editing in the check-in process
    The user may check in guests, but may not add accompanying persons or change the names of accompanying persons.
  • Prohibit check-in before event start
    The user may only check in guests from two hours before the start of the event.
  • Prohibit check-in after the end of the event
    The user may only check in guests up to two hours after the end of the event at the latest.
  • Forbid import of guests
    No guests can be added to the event via Excel import.
  • Manage orders
    If this option is active, the user can access and manage the orders.

An event-related manager can have the following roles at an event:

Check-in manager

• May scan the QR codes of the tickets with the guestoo Manager app
• Can search for and check in guests manually
• Sees the login data of the guests
• May change the names of the accompanying persons if they have changed

Guest manager

• May only view and edit the guest list of an event
• May add and delete guests
• Can download exports

Event manager

• May view and edit all data within the event
• Can also create appointments and download exports

Read only

• May only view the guest list and registration details of guests at an event
• May not edit, add or delete guests

Assign event-related manager

This is how you assign an event-related manager at the event:

• Click on “Events” in the menu bar and click on the desired event in the list
• Go to the tab "Settings"
• Scroll to the section "Event-related managers"
• Click on "Edit"
• Under “Event-related managers”, select the name of the desired manager from the list
• Under “Role”, choose one of the available roles
• Click on the "+" symbol
• Click on "Save"

In the “Users” tab of the agency settings, you also have the option of managing manager users who have already been invited.

In order to do this, click on the cogwheel symbol next to the desired manager user.

You have the following setting options in the dialog window:

Tab "Settings"

• First name
• Last name
• Phone number
• Email
  The email address you used to invite the manager user. This cannot be changed!
  If a manager user wants to use a new/different email address to log in to guestoo, you must invite them to your agency again as a manager user. You can then delete the manager access with the old email address.
• Status
  
  • Active
  • Not yet activated
  • Locked
• User role
  The user roles available for selection and the rights they have are listed at the top of this page.
• Permissions
  The following rights can also be (de)activated for event-related managers:
  
  • Permission to create events
  • Can create events from templates
  • May duplicate events
  • Assign tags to new events
  • Use contact details for new events
  • May access the address book in the event
  • Lock guest editing in the check-in process
  • Prohibit check-in before event start
  • Prohibit check-in after the end of the event
  • Forbid import of guests
  • May rebook from all events
  • Manage orders
• Keywords

Tab "Notifications"

Here you can customize the agency-wide notification settings for this manager user.

You can manage the following notification settings:

• Reply of a guest to a system email
• A guest has changed their data
• A guest has deleted their account
• New cancellation for the event
• New registration for the event
• New event created
• Reversal of a payment

What the individual notifications mean is explained on this page.

Note: The settings you make here as an admin apply agency-wide for this manager user. However, the manager user can still manage their own notification settings via the user menu (click on their name at the top right > My settings) and thus also change the settings you have made.

Delete manager user

To delete a manager access, activate the “Delete irrevocably” option in the dialog window (= toggle on green) and then confirm the deletion by clicking on the “Delete” button.

Important: Please note that the deletion of a manager user cannot be undone. If a manager user is deleted by mistake, you must invite them to the agency again using their email address.