User Role Permissions

1. Events & Function Calendar: This will give the user access to the Month, Grid, and Day calendar views. Only events which the user has venue access to will appear on the calendar.
2. Avails Calendar: The user will have access to the Avails calendar. Only events which the user has venue access to will appear on the calendar. Please note that all users have access to search at this time, so if you use this view on its own to give access to outside users (such as promoters) they will be able to access event information by searching.
3. Event & Function Lists: The user will have access to the Events and Functions Lists. Only events and functions on events which the user has venue access to will appear in the lists.
   Please be aware that if a user has venue access which allows them to see an event on the calendar or lists, they will see all information available on the list or calendar views which they have access to. If you wish to limit users' access to information, you may do so via shared views. Please see Custom Saved Views for more information.
4. Operations: The user will have access to the operations daily view. Only event details belonging to events which the user has venue access to will appear. Users will be able to access function documents which have been shared with their role.
5. Tasks: Giving a user Tasks permission will give them access to the main tasks page. If the role also has Accounts & Contacts permission, they'll see the tasks page on accounts and contacts. If the role has venue access, the user will see the tasks page on events and series they have access to. On the main tasks page, the user will see all tasks which either a) are not associated with any event, or b) are associated with events which the user has venue access to. Please note that if the user can view the task, they will see which event, account, and contact are associated with the task.
   • Once you give a user Tasks permission, you also have the option to give them view or edit access to task templates:
     • View: The user will be able to view the task template tab, view the templates on the account, and click a template to see the tasks and associated information.
     • Edit: The user will be able to create, edit, and remove task templates.
   All users with booking access will be able to apply task templates when booking an event, even if they do not have any task permission, and all users with Tasks permission will be able to apply templates to events which the user has venue access to.
6. Reports & Dashboards: This permission gives access to the reports and dashboards pages. Access to individual reports and dashboards is controlled on a user-by-user basis by the Insights Admin. Note that the Aging Report, Event Charges export, and Event Orders download is controlled by the appropriate permissions.
7. Global Activity Log: This permission gives access to the activity log page. Which logs a user will see depends on their other permissions.
   • Access to event logs is controlled by the user's venue access.
   • Access to invoice logs is controlled by the Invoicing permission.
   • Access to payment, credit, and refund logs is controlled by the Payments & Credits permission.
8. Research: The user will have access to the Artist Research page.
9. Saved Views: Saved views appear on list views, calendar views, Operations Daily View, Global Activity Log, and the Detailing tab on the event details page. This permission controls access to creating and editing saved views in all of these locations.
   • Edit Private Saved Views: This permission allows a user to create saved views, but the views will be private to them.
   • Edit Shared Saved Views: This permission allows a user to create saved views which are shared with selected user roles, set default views, and unlock (and thus edit) locked views.
   • Users without either of the above permissions will only be allowed to select views shared with their roles. On the Detailing page, they will be able to set filtering and display options. In all other places, they will not have access to the filtering or display options. This allows you to control the information they can see in these places. For more information about how shared views work, see Custom Saved Views.
10. Accounts & Contacts
    • None: The user will not have access to the accounts or contacts pages and will not be able to view accounts or contacts details. On tasks and events, users will be able to see associated accounts and contacts. Users with booking access will be able to select existing accounts and contacts but will not be able to create new ones.
    • View: The user will be able to access the accounts page (both Accounts and Tags tabs), contacts page (both Contacts and Groups tabs), account details page, and contacts details page. The user will not be able to edit any details for accounts or contacts and will not be able to create new ones. They will be able to email contact groups and also export them.
    • Edit: In addition to the above, the user will be able to create, edit, and merge accounts and contacts. They will also be able to create and edit account tags, contact tags, and contact groups.
    Note that all account financials except the account balance will be hidden on account details - no other financial information will be visible unless the user is given Invoices or Payments & Credits access.
11. Email Activity Logs
    • None: The user will not have access to the Emails tab on Events, Accounts, and Contacts.
    • View: The user will have access to the Emails tab on Events, Accounts, and Contacts. The user will be able to view email logs for ad-hoc emails sent from events, accounts and contacts, but cannot send emails from this tab. Access to email logs for emails sent for invoices, proposals/contracts/addendums, event orders, post-show reports, exhibitor orders, hospitality orders, and avails will be dependent on the user's permission to that area of the program.
    • Edit: The user will have full access to the Emails tab on Events, Accounts, and Contacts. The user will be able to view email logs for ad-hoc emails sent from events, accounts and contacts, as well as send emails from this tab. Access to email logs for emails sent for invoices, proposals/contracts/addendums, event orders, post-show reports, exhibitor orders, hospitality orders, and avails will be dependent on the user's permission to that area of the program.
12. Inventory & Prices
    • None: The user will have no access to the Inventory & Prices area.
    • View: The user will be able to view the inventory library and all price schedules but will not be able to make any additions or edits.
    • Edit: The user will have full edit access to the inventory library and all price schedules.
    • Inventory & Prices Setup: If View or Edit are selected for Inventory & Prices, you will be able to select one of these settings for the Inventory & Prices Setup tab.
      • None: The user will not have access to the Setup tab.
      • View: The user will be able to access the Setup tab and all of its sub-tabs but will not be able to edit anything on them.
      • Edit: The user will be able to edit everything on the Setup tab and all of its sub-tabs.
13. Invoices
    • None: The user will not see invoices on either account details or event details.
    • View: The user will be able to view and download invoices on account details or events details.
    • Edit: The user will be able to create, edit, and remove invoices. Note that if there are unallocated payments or credits on the account, the user will be able to allocate them to invoices even if they do not have payment/credit permission.
      • Mark Invoices Sent: If a user has Edit permission, you also have the option to allow them to send invoices, mark invoices as sent, and toggle online payments for invoices. Marking an invoice as sent prevents it and its associated items and rental rates to be edited. Marking an invoice as sent is tracked in the account activity log.
      • Mark Invoices Unsent: If a user has Mark Invoices Sent, you also have the option to allow them to mark invoices as not sent. Marking an invoice as not sent allows it and its associated items to be edited. Marking an invoice as sent/not sent is tracked in the account activity log.
    To view invoices on accounts, the role should include Accounts & Contacts view or edit permission. To view invoices on events, the role should include Financials permission to the venue where the events are booked.
14. Payments & Credits
    • None: The user will not be able to see payments or credits on the account details page.
    • View: The user will be able to see payments and credits on the account details page.
    • Edit: The user will be able to add, edit, and remove payments and credits. Note that if there are unpaid invoices on the account, the user will be able to allocate payments and credits to them even if they do not have invoicing permission.
    This permission applies to payments and credits on accounts, not to the payment schedule on events. Permission to the payment schedule falls under venue-specific permissions since it is event information.

Access to events and event information is granted via the venue access. You may create one role which includes all venues on your account, or you can create a separate role for each venue. Users can be given different access levels to each venue - if you wish to do this, it is probably best to keep each role specific to a single venue.

Series permissions are "inherited" from the permissions on the events in the series. Where series permissions are noted below, there must be one event in the series where the user has that permission.

1. Venue: Select the venue which these permissions apply to.
   • View only users:
     • To create a view only user, simply select the venue and leave all other permissions on either None or View.
     • View only users with None on all permissions will have access to the Overview and Booking Spaces tabs on the event details page, as well as the event's Activity Log (via the more_vert more info menu in the header). Any information on the Overview tab which they do not have permission to (such as revenue) will be hidden.
   • Calendar note permissions are based in the user's venue permission:
     • Users who can view events in a venue will also be able to view the venue's calendar notes.
     • Users who can book events in a venue are able to add, edit, and remove calendar notes associated with that venue.
2. Highest Booking Capability
   This gives booking access, not viewing access!
   • Select the highest status users with this role should be able to book events at:
     • None: The user will not be able to book events.
     • Inquiry: The user will only be able to book inquiries.
     • Prospect: The user will be able to book inquiries and prospects.
     • Tentative: The user will be able to book tentatives, inquiries, and prospects.
     • Definite: The user will be able to book events of any status.
     Your status names might be different. For more information, please see Customize Event Status Names.
   • Your booking and sales staff should have Definite. This will allow them to work through the entire sales/booking process from inquiry or hold all the way to confirmed.
   • If you wish internal users to be able to request space but you don't want them to be able to hold or confirm the event, you could give them Inquiry or Prospect permission.
   • There are also two sub-permissions:
     • Allow Double Booking: Users with this permission are able to override the double booking warnings and double book events. For more information about what this means in Momentus Elite, see Conflict Checking. This option only appears if Highest Booking Status is set to Tentative or Definite.
     • Booking Internal Only: When a user with this permission books an event, the Internal checkbox will be checked and cannot be unchecked. This permission would be for users who book spaces for internal meetings, trainings, and so on.
3. Rental Rates
   • None: The rental rates tab will not be accessible.
   • View: The user will be able to view the rental rates tab.
   • Edit: The user will be able to add and edit rental rates, but they will only be able to change the rate type, and edit the quantity and note fields.
     • Rental rates added via a package cannot be edited from this tab. Permission to package rental rates is controlled by the Detailing permission.
     • If the user has the Edit permission, you may also check Override Rental Rates. This will allow the user to override the rate set in the price schedule.
4. Detailing
   • None: The detailing tab will not be accessible, but functions will be visible on the calendar summary slider.
   • View: The user will be able to view the detailing tab and all functions, items, and instructions, as well as the functions tab on the calendar summary slider. Users will be able to see package items on functions as well as the packages list on the Packages tab, but cannot open the package slider to view the package as a whole.
   • Edit: Edit users have access to full functionality on the detailing tab to add/edit/remove functions and add all details, including items, packages, instructions, and function staff assignments. Edit also grants the ability to finalize or unfinalize events.
     • If the user has the edit permission, you may also check Override Item Prices. This will allow the user to override the prices set in the price schedule on items and in packages.
     • Note that packages with room components create rental rates. Ability to add and edit those room components is controlled by this Detailing permission instead of the Rental Rates permission.
5. Contracting
   • None: The contracting tab will not be accessible.
   • View: The user will be able to view and download proposals, contracts, and addendums. The user will not be able to update the event's contracting status.
   • Edit: The user will be able to update the contracting status and add, edit, and remove proposals, contracts, and addendums.
     • If the user has the Edit permission, you may also check Approve Contracts. This will allow the user to approve or reject contracts. Note that requiring contract approval is an account setting - see Set the Contract Approval Level for more information.
6. Event Orders
   • None: The event orders tab will not be accessible on either the event details page or the calendar summary slider.
   • View: The user will be able to view and download event orders on both the event details page and the calendar summary slider. View users are not able to update event orders if they are out of date.
   • Edit: The user will be able to create, edit/update, and remove event orders.
7. Event & Series Notes
   • None: The event and series notes tab will not be accessible.
   • View: The user will be able to view event and series notes.
   • Edit: The user will be able to add, edit, and remove event and series notes.
8. Event Summaries
   • None: Under the event document tab, Summaries' documents will not be accessible
   • View: Under the event document tab, the user will be able to view documents generated on the Summaries tab.
   • Edit: Under the event document tab, users will be able to create summaries on the Summaries tab. Users will also be able to email, edit and download the summary.
9. Event & Series Documents
   • None: The event documents tab (showing uploaded documents) and series documents tab will not be accessible.
   • View: The user will be able to view the event and series documents tab. All event summaries will be visible and can be downloaded along with uploaded documents which have been shared with the user's role(s).
   • Edit: The user will be able to upload and edit documents on events and series, including document sharing.
10. Live Entertainment (only visible if Live Entertainment is enabled on your account):
    • None: The live entertainment tab on the event details page will not be accessible.
    • View: The user will be able to view all information on the live entertainment tab except Ticketing, Revenues, and any Post-Show Report Documents. The user will also be able to view series announce and on sale dates.
      • When View is selected, a user's access to Revenues, Ticketing, and Post-Show Report Documents can be set to either None or View.
    • Edit: The user will be able to add, edit, and remove all information on the live entertainment tab except Ticketing, Revenues, and any Post-Show Report Documents. The user will also be able to edit series announce and on sale dates.
      • When Edit is selected, a user's access to Revenues, Ticketing, and Post-Show Report Documents can be set to either None, View, or Edit.
      • A user can also be given permission to set performance configuration (set up ticket scaling, and choose revenue types, attendance types, and note sets).
    Visibility of announce and on-sale dates on the calendar is not restricted.
11. Exhibitor Ordering (only visible if Exhibitor Ordering is enabled on your account):
    • None: The Exhibitors tab will not be accessible.
    • View: The user will be able to view all information on the Exhibitors tab as well as download invoices and service orders.
    • Edit: The user will have full edit capability on the Exhibitors tab, including placing orders and setting the online store as open.
12. Hospitality Ordering (only visible if Hospitality Ordering is enabled on your account):
    • None: The Hospitality tab will not be accessible.
    • View: The user will be able to view all information on the Hospitality tab as well as download invoices.
    • Edit: The user will have full edit capability on the Hospitality tab, including placing orders.
13. Edit Event Contacts: Only users with this permission are able to assign contacts to events, add or change a contact's contact role, and remove contacts from an event.
    • In order to create new contacts, the user will also need the Accounts & Contacts Edit permission.
14. Edit Event & Series General Information: Only users with this permission are able to edit the information in the General Information section on Event Details Overview as well as the information in the series General Information section on Series Details Overview.
    • Note that this slider is also where blackout, internal and series are edited as well. Since those fields impact the booking, a user must also have Highest Booking Capability permission that includes the event's statuses in order to edit those fields.
    • This permission also allows users to manage (add, edit, inactivate) event tags on the Events Tags page.
15. Edit Event Staff Assignments: Only users with this permission are able to assign staff to event staff assignments.
    • Because function staff assignments are on the function details slider, permission to assign function staff assignments is granted via the Detailing permission (number four above).
16. Edit Event Attendance: Only users with this permission are able to edit event and series expected and actual attendance. This permission does not include attendance on functions (controlled by Detailing) or attendance on performances (controlled by Live Entertainment Edit).
    • Note that all users with access to the event are able to view the event attendance. Event attendance is visible on Event Details Overview and on the calendar summary slider.
17. Finances
    • Checking Finances gives the user view access to the financials tab and view access to all sub-tabs except Invoicing. To see the Invoicing tab, the user must have the account-wide Invoicing permission.
    • This permission is necessary for users with the Invoicing permission to be able to access that tab.
    • Users with the Finances permission are able to download estimate documents and export event charges.
    • There are also related permissions that allow edit access to certain features:
      • Edit Payment Schedules: Allows the user to edit the payment schedule located on the Payments sub-tab.
      • Edit Estimates: Allows the user to edit both the Revenue and Economic Impact cards on the Estimates sub-tab.
      • Edit Discounts: Allows the user to add and edit discounts, located on the Details sub-tab.
      • Edit Additional Revenue: Allows the user to add and edit additional revenues/expenses, located on the Details sub-tab.
      • Edit Adjustments: Allows the user to add and edit event adjustments, located on the Adjustments sub-tab.
18. View Hidden Event Details and Edit Visibility Settings
    • View Hidden Event Details allows a user to see event details on events where the Hide event details setting is on. This setting is usually used by bookers on holds and events which are not announced yet.
    • If a role is able to view hidden event details, you also have several options for the Event Visibility Settings:
      • None: The settings will not display on the event details page or calendar summary slider.
      • View: The settings will be visible on the event details page and calendar summary slider.
      • Edit: The user will be able to edit the visibility settings.