Overview:
Super Admin functionality was deployed in April 2019 for A listed UK Venues, some International A Listings if they belong to a Group and some recently downgraded UK listed B LIstings.
Eventually, the plan is to extend this functionality across the whole venue database.
A Super Admin user will be responsible for adding, editing and deleting users for their venue. This means that existing Venue Managers and Venue Group Managers if they are not the Super Admin for their venue(s), will lose the functionality to add and edit users.
The Super Admin will also be able to add/edit their financial information for their venue(s). Venue Managers and Venue Group Managers who are not Super Admin will only be able to view this information. Venue Administrators and Venue Users will not have access to this information at all.
Why the change?
Simply put GDPR!
With the changes to GDPR, these changes were necessary to ensure we comply with the new regulations. Also by moving the responsibility to venues for keeping their data up to date, it lessens the risk for us here at venuedirectory.com.
Some things to note:
A Super Admin is assigned at the venue level.
A user can be the Super Admin for multiple venues.
A Super Admin must have the user profile of either a Venue Manager or Venue Group Manager
Only the current Super Admin can select another user to be the new Super Admin if it needs to be changed. If the user is a Venue Administrator or Venue User, their user profile must be upgraded to Venue Manager before they can be selected to be the new Super Admin.
We need to work with the venues and explain we cannot make the changes for them, rather we are here to talk them through how to complete changes themselves.
We have the ability to select/deselect Super Admin as staff and our functionality has not changed.
What’s new:
Super Admins will have the ability to add, edit and remove users. They will also be able to edit financial information.
Once a new user is added, they will sit in the Awaiting Verification tab. A Super Admin can resend the verification email and they can also delete the user using the Bin ICON from this tab.
The number of profiles to choose from for users has been reduced. A hover over information table detailing the access each profile provides has been added.
Only the Super Admin and TVD staff will be able to update the profiles of users. However, a Super Admin cannot change the profile of another Super Admin (applicable to larger Groups where they may have several Super Admin across all of the venues). There will only ever be 1 Super Admin per venue however, it does get more complicated for the larger groups as they will display in the user list with all the other users. This will be picked up as part of the VGM process.
Although any user can edit/delete their own email and profile from the system, a Super Admin user must nominate another user at the venue to be the Super Admin before they can delete themselves. They will also need to ensure that the user is a VM or VGM and if not, update the user profile first, before the system will allow them to nominate them as Super Admin.
If a Super Admin tries to delete a Venue Group Manager, they will receive a message advising this has been requested and an email is sent to the venue support team for them to complete the action.
All of the actions completed by a Super Admin will appear in either the venue audit trail or the user audit.
System Changes - extract from the Help Article available to venues
How to view who is the Super Admin for your venue?
User information for your venue can be viewed if you have the user profile of a Venue Manager or Venue Group Manager.
To see who has been assigned as the Super Admin for your venue, simply log into www.myeventschannel.com and select Venue Profile.
Please see video below:
How a Super Admin Can See which Venues he is the Super Admin For
Log into www.myeventschannel.com
Select Venue Profile
View All
How to Add a New User when you are Super Admin
Log into www.myeventschannel.com
Select Super Admin Profile - this will display the venues you are nominated as the Super Admin for. You will only be able to add users for venues where you are the nominated Super Admin.
How to view the User you have just added.
The user will receive a verification email inviting them to verify their account, agree with the privacy policy and terms and conditions. They will also be prompted to set a password. Until they have completed these steps, you can view the user within the Awaiting Verification tab. Once verified, they will display in the list of users.
The verification email will expire after 24 hours. Clicking on the envelope alongside their name will resend this. Clicking on the Bin icon will delete the user.
How to Edit a User
Log into www.myeventschannel.com
Select Super Admin Profile - this will display the venues you are nominated as the Super Admin for. You will only be able to edit users for venues where you are the nominated Super Admin.
You can edit all of the available fields as a Super Admin.
You will not be able to edit the Contact Preferences for the user.
If the email address has changed though, you MUST delete the existing user and Add a New User using the new email address.
How to delete a user
Log into www.myeventschannel.com
Select Super Admin Profile - this will display the venues you are nominated as the Super Admin for. You will only be able to delete users for venues where you are the nominated Super Admin.
If you try to delete a Venue Group Manager you will receive a notification advising that this action has been requested. An email will be sent to venuesupport@venuedirectory.com who will then action the request for you.
How do I change the Super Admin?
Only the current Super Admin can change this.
Again log in via www.myeventschannel.com but this time, select Super Admin Profile.
Select your own name from the user list and switch off the Super Admin button. You will be asked to nominate the new Super Admin from a list of possible users. Remember only a Venue Manager or Venue Group Manager can be a Super Admin.
If you wish to select a user with a Venue Administrator profile as the Super Admin, you will need to update their user profile to Venue Manager first. Both users will receive an automated email from us confirming the change of Super Admin.
Internal Processes
How do we set the Super Admin for a venue
In MEC search for your venue
Select Users and click on the profile of the user you want to promote to Super Admin
Click on Admin Only - Change the indicator “Super Admin for this venue” to a YES. An automated email is sent to both the outgoing Super Admin and the New Super Admin when this is changed.
If for any reason we change who the Super Admin user is, we need to cc the Account Manager for the venue in to the response to the email so they are aware of the changes.
It's not currently possible to set a super admin for all venues in a group without assigning them to every venue individually. We have a development ticket in the system to have this changed
CRM Users
The process for managing CRM users is different. Remember these are users that are not visible to the venues, have no access to MEC and cannot log in to the system at all.
Inviting a CRM User to be a Standard Active User on a Venue
Only staff can do this and the process for us is unchanged. We would send the invite to the CRM user in MEC and the user will move across into the Awaiting Verification tab and will be visible to staff.
If the CRM User has a VGM profile, the process is slightly different again.
Firstly you need to amend the User profile to a Venue Manager and allocate the user to a single venue.
Refresh the account - CTRL F5.
Then convert from a CRM user as you would in MEC. The user will move into the awaiting verification section. Once they are in this section, amend the user profile to VGM and provide the required access.
However, the CRM user will NOT be visible to the Super Admin until the user has verified their account and so moves into the venue user list.
If a CRM user is to be deleted, this can only be done by Super Staff (Emma, Elaine & Hailey).