Events Coordinator Permissions

The default Events Coordinator role allows users to plan and execute events from start to finish. When users are assigned to this role, they can create and edit events, modify event statuses, manage invitees and participants, and publish events to Campus Portal calendars. They have the following permissions for events, invitees and participants, and external people and organizations.

Events

The following actions and access apply to all events.

Permission	Users in this role can . . .
Can view events	Access event details from the event pages and from the Events hub.
Can use location browser	Access the Browse Locations page to search for event locations.
Can create events	Use the Create Event Wizard to create new single, multi-part, and recurring events.
Can be added as an Event Coordinator	Be added to the list of Event Coordinators for an event.
Can add invitees	Access the Manage Invitees page to add people to the invite list. Important You can add invitees via query and file uploads. Access to queries may be limited based on your InfoMaker permissions.
Can view event documents	See any attachments (such as seating charts or menus) that are associated with event proposal submissions. Important Access to documents may be limited by Document Storage security settings.
Can remove invitees from event	Access the Manage Invitees page to remove invitees from the invite list.
Can mark invitees as invited	Access the Manage Invitees page to indicate which invitees have received invitations.
Can apply actions/action lists to invitees	Add automated processes to the invitees' status based on your access to Actions and Action Lists in Desktop.
Can add participants	Access the Manage Participants page to add event participants before and during an event.
Can manage registrations	Update participant registration statuses before and during events.
Can edit participant fees	Update participant fee payment details before, during, and after events.
Can apply actions/action lists to participants	Add automated processes to the participants' status based on your access to Action and Action Lists in Desktop.
Can add unexpected attendees	Access the Check In Attendees page to add attendees that were not on the invitee or participant lists.
Can check in attendees	Mark attendees' attendance status.
Can edit attendee fees	Update payment details for each attendee on the Check In Attendees page.

The following actions and access apply only to events where the user is assigned as the Event Coordinator.

Permission	Users in this role can . . .
Can promote event for assigned events	Add events to Campus Portal calendars that have been integrated with the J1 Web Events feature.
Can view pending event proposals for assigned events	See submitted event proposals awaiting approval in the Pending Event Proposal Approvals block.
Can manage event statuses for assigned events	Update the event status bar to indicate an event's proposal and location approval status.
Can edit event details for assigned events	Access and make updates to the Review Event Details page, including general description, location, date, time, promotional information, and registration/fee details.
Can delete not yet scheduled events for assigned events	Delete events that have not been scheduled.
Can manage event action items for assigned events	Assign and remove actions / action lists that can be used for events.

Invitees/Participants with ID Number

These actions and access levels apply to all invitees/participants with an ID number. Users may have limited access to invitee/participant information based on their security settings in J1 Desktop.

Permission	Users in this role can . . .
Can view invitees/participants	See invitee and participant information for events.

FAQ

What does it mean to 'promote' an event?

With J1 Web and Campus Portal integration, you can display events created in J1 Web on calendars in the Campus Portal. These shared calendars are called 'promotional calendars' in J1 Web, and you can promote events by adding them to Campus Portal calendars. Check out the online help for more information about integrating J1 Web with your Campus Portal and adding J1 Web events to Campus Portal calendars.

What is the Can be added as an Event Coordinator permission?

This permission allows users to be selected from the Event Coordinator drop-downs. It is selected for the default Events Coordinator role, but your school may want to have a custom Event Coordinator role for users with create/edit event permissions that should not be included in the event coordinator drop-downs.

Why do some permissions say 'for assigned events'?

In the Events Coordinator role, certain permissions are only available to users that have been assigned as the event coordinator for the event. For example, if Scott is the event coordinator for the Homecoming Dance event, he has permission to edit the event details. However, because he is not the event coordinator for the Homecoming Brunch event, he cannot make changes to its event details.