Event Managers
Create and manage event manager accounts in Evencia.
Overview
Event Managers are staff members who help manage specific events. Unlike organizers, event managers do not own events — they are assigned to one or more events and can perform actions within those events based on the permissions they are given.
Event managers can also create and manage scanner and printer accounts for the events they are assigned to.
Where to find Event Managers
From the main navigation, select Users, then select the Event Managers tab.
Before you start
- Organizers can create event managers for their own events.
- Admins can create event managers for any organizer.
- At least one event must exist before you can create an event manager (event managers must be assigned to at least one event).
- You need at least an email address or a phone number to create an event manager account.
How to create an event manager
Step 1 — Open the create form
On the Event Managers page, select Create.
Step 2 — Enter the event manager's details
A dialog appears. Fill in the following fields:
| Field | What to enter |
|---|---|
| Name | The event manager's full name (required, maximum 40 characters) |
| Their email address. Required if no phone number is provided. | |
| Phone Number | Their phone number. Required if no email address is provided. |
At least one of Email or Phone Number must be provided.
Step 3 — Select an organizer (admins only)
If you are an admin, you must select which Organizer this event manager will belong to. The available events and permissions in the next steps depend on the organizer you choose.
Step 4 — Assign events
In the Events field, select one or more events this event manager will be responsible for. Only events belonging to the relevant organizer are shown.
An event manager can only see and work with the events they are assigned to.
Step 5 — Assign permissions (optional)
The Permissions section shows what the event manager is allowed to do. Permissions are grouped by area.
- Permissions marked role are always on and cannot be removed.
- Additional permissions can be toggled on or off.
- An event manager can only receive permissions that their organizer also has. Permissions above the organizer's level are not available.
Step 6 — Save
Select Create. The event manager account is created and a welcome email and/or WhatsApp message is sent with their login credentials.
How to edit an event manager
- Find the event manager in the list.
- Select the pencil (edit) icon in their row.
- Update any details, events, or permissions.
- Select Update.
If the email address is changed, a new password is generated and sent to the new email address, and any active sessions for that user are ended.
How to delete an event manager
- Find the event manager in the list.
- Select the trash icon in their row.
- Confirm the deletion.
The event manager is soft-deleted (moved to trash). Their account is deactivated and they can no longer log in, but their record is preserved and can be restored.
How to restore a deleted event manager
- In the filter bar at the top of the list, select Trashed or All.
- Find the event manager in the list (they will appear greyed out with a "Trashed" label).
- Select the restore icon in their row.
The event manager's account is reactivated.
How to permanently delete an event manager
If you need to permanently remove an event manager's record:
- First move them to trash using the delete action above.
- Switch the filter to Trashed or All.
- Select the permanent delete icon in their row.
- Confirm the permanent deletion.
This action cannot be undone. The event manager's account, event assignments, and permissions are all permanently removed.
How to reset an event manager's password
- Find the event manager in the list.
- Select the key icon in their row.
- Confirm the password reset.
A new password is generated and sent to the event manager via email and/or WhatsApp.
Searching and filtering
Use the Search box at the top of the list to find event managers by name, email, or phone number.
Use the Active / Trashed / All filter buttons to switch between viewing active accounts, deleted accounts, or all accounts.
Common problems
I can't see the Event Managers tab
You may not have permission to view event managers. Contact your administrator or organizer.
No events appear in the Events field
There are no events yet for the relevant organizer. Create at least one event before creating an event manager.
The permission I want to assign is not available
Event managers can only be given permissions that the organizer already has. If a permission is missing, an admin would need to grant that permission to the organizer first.
The event manager cannot log in after I changed their email
When the email address is changed, a new password is generated and sent to the new email address. The event manager must use the new password from the welcome email.