# Accounts

Access from homepage: Select your event > Organisation > Accounts

This page describes user accounts with their different roles and available permissions.

Users within an organisation may need to perform different activities within Visit, and be allowed to see, add or change particular types of information. For example, one person may be responsible for configuring an event and creating registration forms, while another manages exhibitors and partners. Through the roles and permissions features, Visit allows you to define groups of tasks and allocate appropriate rights to each user.

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You can view the permissions for your account on the My account page.

# Permissions

When granting access to a permission, you can set the following levels:

  • No Access: the features will not be available at all
  • Read Only: a user will be able to view the information, but not add, change or delete anything
  • Read/Write: a user will have full access to edit the information in this feature

The available permissions are:

Organisation: allows users to manage information relating to their organisation and create items which can be used across multiple events within an organisation, such as custom fields, documents, questions, pages, scripts and translations. For example: questions, if created at organisation level, can be used in multiple events. This helps standardise your data.

Read/Write: set up organisation, create custom fields, run SPF Diagnostics and manage subscriptions. Users can set PSP profiles and access contact details under GDPR. They can add translations, images, registration types at organisation level as well as design documents, create pages, questions, and scripts.

Events: allows users to set up events and create items which can be used across the event, like documents, questions, pages scripts and translations.

Read Only: export codes list and shop items.

Read/Write: set up event, add translations, images and registration types, configure Visit Connect and Visitor Portal, add labels, codes, shop items, design iCalendars, pages, questions and scripts.

Forms: allows users to add and edit forms.

Read/Write: configure forms and create pages, questions, scripts.

Documents: gives users access to create and edit documents such as badges, vouchers.

Read/Write: add and edit documents.

Email design: allows users to add, design and delete email templates which will be sent to visitors and exhibitors.

Read/Write: add and edit email templates.

Digital Content: allows users to add event and partner digital content and print their related QR codes.

Read-only: export and print QR codes

Read/Write: add and edit digital content, export and print QR codes.

Accounts: allows users to manage user accounts and API related information, such as API keys. Note that a user with Accounts permission will only be able to assign roles which contain permissions that they have access to themselves.

Read/Write: manage user accounts (add, export, user roles, activities) and API Keys.

API: allows users to manage API advanced settings and statistics.

Read/Write: advanced settings and statistics.

Roles: manage the roles and specify which permissions each role contains.

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Note that Accounts permission is a pre-requisite for this permission.

Read/Write: manage all user roles and permissions.

Visitor: allows users to view and partially manage visitors in Service Centre.

Read Only: view information about visitor contact and registration data.

Read/Write: can edit visitor information, add and import new visitors, and send confirmation emails.

Partner: allows users to view and partially manage partners in Service Centre.

Read/Write: add, import, manage and delete Exhibitors, send confirmation emails, manage orders, activities and have an overview of all emails sent.

Intelligence: allows users to view event related metrics and reports.

Read/Write: view and filter the Intelligence dashboard.

Onsite: allows users to do the set-up of the Visit products and services that will be used on-site.

Read/Write: manage EventBox settings, manage EventBoxes, manage locations, view Visit Go devices, manage Visit imager, view Touchpoints information, set-up alerts, cameras and RFID readers.

Lead: enables users to see the leads exhibitors collect with Visit Connect products.

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Note that Partner permission is a pre-requisite for Lead.

Read/Write: view and export leads file.

Approve & Decline: allows users to verify and approve/deny registrations in Service Centre.

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Note that Visitor permission is a pre-requisite for Approve & Decline.

Read/Write: can approve or deny visitor registrations in Service Centre.

Export: allows users to export data from Visitors and Partners.

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Note that Visitor and/or Partner permissions are a pre-requisite for this permission.

Read Only: export visitor/partner details, seminars, orders, and activities; generate visitor documents.

Read/Write: all the above plus the ability to create mappings.

Bulk email: allows users to bulk email participants from the Service Centre.

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Note that sending registration confirmations is permitted as standard for users who can edit Visitor data (Read/Write on the Visitor permission).

Note that Visitor and/or Partner permissions (Read-only) are a pre-requisite for this permission.

Read/Write: bulk email visitors and partners from Service Centre.

Bulk Update: allows update of visitor data by importing data with their identifying reference or using the bulk update function.

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Note that Visitor permission is a pre-requisite for Bulk Update.

Read/Write: bulk update visitor data.

Refunds: allows users to issue order refunds.

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Note that Visitor permission is a pre-requisite for Refund.

Read/Write: can issue refunds.

# Roles

A role is defined as a set of features that a user can access, allowing you to grant similar permissions to multiple accounts. You can create as many roles as you like, each containing any combination of permissions.

Visit has some default roles to start. You can change these to suit your organisation, as well as add new ones.

Depending on the person intended for, an account can have different roles (i.e. Customer service, Data Manager, Full access etc), with each role having specific permissions. You can assign one or multiple pre-defined roles to each account, or you can create custom roles with the permissions you need. Refer to Permissions for more information.

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Note that each account must have at least one assigned role. You can create a new account without assigning a role, but when editing permissions, you will be required to assign a role first.

Below you can find all default roles and their purpose:

Full Access - this role has all available permissions enabled and is recommended for users intended to have a complete overview of an organisation, its events, their settings and data.

Data Manager - this role has data related permissions and is recommended for users in charge of reporting. It has API Intelligence, Visitor, Partner and Export permissions.

Marketing Manager - this role groups together permissions that give access to customer facing features such as forms, documents, emails, digital content, onsite and event as well as to viewing and measuring participant related data - Visitor, Partner, Intelligence, Approve & Decline.

Sales Manager - this role is meant to give access to sales teams to reports with a Read-only permission.

Operations – this is a wider support role meant for users who oversee the on-site set up as well as forms and documents, should they need to provide support.

Customer Services - this role has been designed for support users intended to help manage visitors, partners and digital content. It also gives users read-only access to Documents and Email design.

Onsite – this role is meant for users who are responsible for the on-site set-up.

Exhibitor/VC Manager - this role is meant for users in charge of exhibitors. It allows them to manage partner related data, including their digital content.

Export - this role allows users to export participant data.

Refund - this role allows users to issue refunds.

# Account state

There are three account states:

  • New: all newly created accounts have this status until the user clicks the link in their activation email. At that point, the account becomes active. The user cannot log in until they activate their account.
  • Active: the user can log in and use their account. Users with Accounts permission can deactivate it.
  • Disabled: the account has been deactivated. The account still exists, but the user cannot log in. Users with Accounts permission can change the status back to active.

# Manage my account

This page describes how to view and edit your own account information. The details of what you can view and change depend on your account role. Refer to Roles and permissions for more information.

You can view and edit your account details on the My account page in Visit Account.

You can access My account:

  1. In Visit, select your username. This opens a dropdown.

  2. Select My account.

# View and edit personal details

The Personal details section contains information such as your contact information, department, and job function. You can edit all the fields in this section.

Note that you must click the Save button after you’ve made any changes.

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Keep in mind that Visit uses your email address for important communication, including password resets.

# View and edit account details

The Account details section contains your username, account type, account state, and the events within the organisation that you can access.

All users can edit their username, change their password, and enable the two-factor authentication.

# Change your password

  1. Select Change password.

  2. Enter your current password and new password.

  3. Select Save.

# Enable two-factor authentication

Two-factor authentication (2FA) provides improved security for Visit accounts. If 2FA is enabled, you will need to enter your password, and then a one-time verification code when logging into Visit. Authentication codes are obtained from authenticator apps installed on your mobile device, email or SMS.

It is disabled by default, but the person responsible with Accounts can choose to enable it for each individual role.

Users can also enable two-factor authentication from their Account details page:

  1. Select Set up two-factor authentication.

  2. Read the instructions in the Introduction, then click Continue.

  3. Select the preferred authentication method, then click Continue.

  4. Select Close.

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When logging in, you can also select the "Trust this device for 7 days" option, if you wish to skip 2FA for one week.

# View events you can access

Users with the Accounts permission can choose to allow access only to specific events for certain accounts. In this situation, a list of the available events will be visible in My Account, or an Access all events checkbox.

When the Access all events checkbox is ticked, this means that you can access all the events within your organisation.

# Manage other accounts

Users with the Accounts permission can view and edit other people's accounts on the Accounts section in Visit.

You can access Accounts:

  1. In Visit, select Organisation. This opens a dropdown.
  2. Select Accounts.

You also have the option to Export all accounts to an Excel or PDF file.

# Create a new user account

  1. On the Accounts page, select Add.
  2. Fill out the new user's personal details and account details.
  3. Select the event(s) which your new user can access, or select the Access all events checkbox, if you wish to grant them access to all events within the organisation.
  4. Select the account role(s) by clicking the + (Add) button. Below you will see a list of permissions for the selected role.
  5. Select Save.

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Users can be allocated to multiple roles and get the permissions joined together and the best access level of the combination.

# Resend the activation email

New users receive an email with an activation link. If the link expires before the user clicks it, you can resend the email:

  1. On the Accounts page, find the user's account in the list.
  2. Click the user account once to select it.
  3. Select Send activation.
  4. Check that the user's email address is correct, then select Send email.

# Send a reset password email

If a user forgets their password, they can normally reset it themselves using the Forgot password link on the login page. This relies on them remembering and having access to their email account. If they have lost their email account, you can help them regain access:

  1. On the Accounts page, find the user's account in the list.
  2. Select Edit the account.
  3. Edit the email address.
  4. Select Save.
  5. Select Send reset password,

The user receives an email with a link they can click to reset their password.

In case there is suspicion of a security breach, users with Accounts permission can also choose to reset passwords of all accounts within the organization by selecting all Accounts in the list, and then Actions > Reset selected.

# Deactivate an account

Deactivate an account when you want to remove user access, but do not want to delete the account.

  1. On the Accounts page, find the user's account in the list.
  2. Select Edit.
  3. In the State dropdown, select Disabled.
  4. Select Save.

Accounts with no activity within the last 6 months will be automatically disabled.

You can also deactivate all or multiple accounts at once, by clicking their corresponding checkbox in the list and then Actions > Disable selected.