Allow Members to Post or Administer Events
Step 1: Locate Event Categories Settings
Go to MembershipWorks > Event List and click on Setup Event Categories at the top of the page.
Step 2: Select Category
Click on the event category where you want to provide member access to add, edit or manage events.
Step 3: Enable Member Events Setting
Next to Member events, select "Allow following members to edit or add events in this category". After selecting this option, you will see a list of groups of members
based on folders, labels, and membership levels. Click on the members
that you want to be able to add, edit, or manage events in this category.
Once you select a Folder or Label, this will bring up the access settings:
- Set member added events as hidden until approved: You
may set member added events to be hidden until you approve them by
changing the calendar color in the event setup to hidden. If you enable this
option, the member will not have access to set or change the calendar
color, so the event will remain hidden until approved.
- Limit member access to event setup only (no ticketing/registration): You may want to allow members to add events to the
calendar but not sell tickets on your site, since all payments would be
processed through your billing system. So you can limit member access to
the Event Setup tab only (ie. setting event title, picture, description, location and times). Members will not be able to access the Dashboard, Ticketing, Registration and Advanced settings.
- Do not allow member to add/edit/delete registrations: If
you are working with volunteers, you may need to provide access to the
event administration so they could send emails, export data, or check-in
people at the event. But you may not want to provide access to anything
to do with billing (ie. adding, editing, or refund registrations), so
you can disable access to registrations only.
- Let member access event only if they created the event: If you do not want
members to be able to edit or access events created by a different
member, you can also limit access accordingly.
Note that
contacts under a member account inherit the access available to the
parent account, in addition to any labels specific to that contact.
Multiple Permissions
You
may setup access for multiple Folders/Labels for each event category.
You can also set different permissions for the different Folders/Labels.
For example, you may allow a committee member full access, while a
volunteer cannot access registrations.
If the member matches more
than one Folder or Label, the member will given the maximum access as
permitted across the different Folders/Labels. ie. if you set one
Label/Folder not to allow access to registrations, but the other
Label/Folder that the member also belongs to does allow it, then that
member will be allowed access to registrations.
Step 4: Set Admin Notification Email Address
If you have allowed members to add, edit or manage events, you will see
an option to enter an admin email address to be notified when a member adds an event.
You
can setup one or more email addresses to be notified of when a member
adds an event to the calendar. For multiple email addresses, separate
the emails with a comma.
Step 5: Save
Click Save at the bottom when complete.
How Members Can Post Events
Once you create an Event Category where members can add events, an Add New Event link will appear on your website page where you have added your event calendar or event list that contains that Event Category. This link will only be visible to members who have logged in and are allowed to post events.
You can also opt to create a separate Add Event page where logged in members can add events. This comes in handy if you
would like to provide instructions above your event submission form or
want an easy link to send to members. To add an event submission form to
your site, use our instructions for adding a shortcode or HTML5 snippet to your website and pick the feature named Member add event.
Approving Member Added Events
If
you selected Set member added events as hidden until approved when
you set up your Event Category, you’ll need to approve events created by
members. The emails listed in the field Notify following email(s) when a member adds an event will be emailed when a member submits an event for approval.
To approve a member-added event:
- Log into the MembershipWorks admin area.
- Go to MembershipWorks > Event List.
- Click on the hidden event.
- Click the Event Setup link at the top.
- Next to Display on calendar/list, click on one of the calendar color boxes to select a color for the event.
- Click Save & Continue at the bottom of the page.
Get Support Along the Way
