What we at Race Roster call the "event organizer" may constitute just one person or a group of paid staff, core volunteers, fundraising coordinators, timers and other team members who bring your event to life. Work might be made easier if more than one person from your group can view the Race Roster event dashboard. For example, you might delegate the enabling and managing of settings, editing and exporting data, updating public-facing pages, uploading results, etc. The larger the scale of your event, the more hands you need to help you manage it.
This article contains instructions on granting staff access to your event on Race Roster.
1. Go to your events overview. Visit the correct tab ("Current & upcoming", "Draft & demo", or "Completed") and locate the event in question. Then, click the "View dashboard" hyperlink.
2. From the event dashboard overview, navigate to the lefthand side menu to select Management > Staff access.
3. On this page, you will see an "+ Add new organizer" button. Click that and follow the first prompt to enter the new organizer's email address, to which the invitation will be sent. The field will indicate whether the email address you enter is that of an existing Race Roster user account or not.
Note: We recommend asking the new organizer if they have used Race Roster before. In most cases, it is better to avoid creating multiple Race Roster user accounts under different email addresses. A single user account can easily support hundreds of events, registrations, results, etc, and we find that this reduces confusion for our users.
4. Select the claim type for the invitation:
- "Automatically add organizer" - send a simple invitation with a direct link to the event dashboard; the user will only be prompted to sign into Race Roster.
- "Send claim email" - add a layer of security to the staff access granting process by way of an access code; in addition to being prompted for sign-in by the invitation, the new organizer will also be asked to enter the access code that you establish before being allowed to view the dashboard.
5. Toggle on "Event creator" (optional) if you want your new staff member to be able to duplicate an event, change the event status (demo, private, live, paused or deleted), add the event to a series page, etc.
6. Select the events to assign to the new organizer. By default, the event that you are currently viewing will appear in the selection field. If needed, you may add other events from your own access list.
7. Select the kind of staff access you want to grant, based on the areas of the event dashboard you'd like the organizer to be . There are 10 default access types:
- Full Control
- Financial Admin
- Volunteer Coordinator
- Participant Coordinator
- Support Team
- Timer Access
- Fundraising Coordinator
- Everything but financials
- Vendor
- API Financials
Depending on which type you choose for the new organizer, different items will become preselected in the 150+ checklist, reflecting what pages, data and tools they will be able to view, export from and/or make changes to.
There is an eleventh access type, "Custom", which allows you to handpick from the checklist. If you make a change in the choices for a default type, the type becomes "Custom".
8. Once you're happy with the type and selections, click the green "Add" button at the bottom. Race Roster will send an email to the new organizer inviting them to accept access to the event. As notification is released immediately, please send the accepting organizer their access code as soon as possible, if applicable.
9. The recipient will be prompted via direct email to follow a link, enter their access code (if needed), email address associated and their password. If they do not have an account with Race Roster, the system will prompt them to create one.
Your committee of event organizers are now ready to help in managing your event! If you have any questions about giving staff access to your event, please contact us at director@raceroster.com.
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