When you launched your Momentus Elite account you took care to build out your System Admin area with the best information. But over time your venue's needs and practices may have — and most likely will have — changed. In order to ensure that you are capturing the event data you need to capture and that your event data is secure, we recommend auditing your account on an annual or bi-annual basis. We've gathered a checklist for you below!
Momentus Elite is updated on a quarterly basis. Release notes are published in the release note section of the knowledge base (follow the section for notifications of new posts), and we also post messages in-app and send an email.
Reviewing the release notes before your annual audit can refresh your memory about any new features you wish to incorporate into your workflow.
User Accounts and Permissions
For the security of your event data, it is vital that you regularly review the list of users on your account and their permissions:
- Deactivate users if they have left the organization. Ideally this will be part of your HR checklist when an employee leaves!
- Note that if you are using SSO, the user account must be deactivated in both your identity provider and Elite.
- Check if anyone has not activated their account yet (it is still marked as Pending). If they haven't done so, is this account needed?
- Check when users were last active. If a user has an active account but aren't using it, can the account be deactivated?
- Are users' permissions in line with their job duties? Have there been any new permissions released that need to be evaluated?
- Ensure only the necessary users have the System Admin role. In addition to having access to the System Admin area, System Admins are considered account owners.
- Inactivate a User
- Manage Users via SSO
- User Role Permissions
- How do I check what different roles can see?
- Employee Onboarding and Offboarding Checklists
You are able to specify the password requirements on your Elite account. Confirm that your current password requirements are in line with your organization's security policy.
Event and Account Reference Data and Tags
Meet with bookers and detailers to confirm that the options for classifying and organizing event data are still valid and working for your organization. Are these options being used? Is there an Unknown or Other option which is being overused? Is there an option which has become a catch-all which could be broken down? You can also check for new reference data items that have been released but you haven't started using yet. Be sure to meet with those who are entering data as well as those who report on event details.
We recommend reviewing these items annually:
- Event Types
- Lead Sources
- Market Segments
- Business Classifications
- Function Type
- Event Document Folders
- Reasons for Loss
- Event Tags
- Account Tags
- Contact Tags
Even if you establish best practices with your staff, it is easy for things to slip through the cracks. Now is a good time to check for duplicates and make sure account managers are correct. In the Get the Most From Your CRM webinar, we walk you through cleaning up your CRM.
Inventory and Pricing
Similar to the System Admin area, the Inventory and Pricing section contains configuration information in addition to inventory and pricing that is good to review on a regular basis, such as:
- Inventory Items: Is the inventory list up-to-date? Are stock amounts correct?
- Taxes: Be sure to add any taxes which have changed and then add those taxes to your price schedules.
- Instruction Sets and Post-Show Reports: Are these still capturing the information you need them to? Are there instructions/notes that can be removed, or are there any to be added?
Insights Reports, Dashboards, and Templates
In the Insights Admin area:
- Review the reports and dashboards on your account to ensure that they are shared with the appropriate users.
- Review the run count and last run dates on reports and dashboards. If there are reports and dashboards not being used, can they be removed or hidden? If they should be in use, why are they not being used? Maybe staff can be pointed to a report/dashboard that could help them with their work.
- Review your document templates. Are there any contract terms which should be updated? Are logos, contact information, and other items up to date?
On each page where views can be shared, audit your shared views list. As a System Admin you can see all shared views, even if they aren't shared with your user roles. If you have the Edit Shared Saved Views permission on your user role, you'll also be able to edit the views and their sharing.
- Confirm that shared saved views are both shared with the correct people and showing all the information they should — and no information they shouldn't.
- Confirm that shared saved views are named well. Do they describe the use of the view, or is it named after the person who created it? Update names of views as needed (and do tell your staff that you did so to avoid confusion!).
- Are there any shared views that should be private? Any views which don't need to be shared can be edited and made private. The creator of the view will still have access.
Overdue tasks can build up quickly and eventually overwhelm everyone's task pages to the point where they are unusable. It is helpful to periodically review overdue tasks to clean them out and also figure out where issues may be: Are there task templates creating tasks that aren't being used? Is the work happening and the task isn't needed? Are there certain employees who are not completing tasks? Update your task templates based on your findings.
To more easily clean up task lists, use the mass editor on the Tasks page to complete or delete tasks or reassign them to the appropriate staff member.
Review your task templates. Are there new features that you haven't taken advantage of yet? If tasks are assigned to specific employees, are those people still employed or do the tasks have to be reassigned? Talk to your staff and make sure that the task templates are working in a way that helps them do their jobs better.
And then, create a task for a year from now for your next annual audit!