GC Events - Advanced Permissions

ASSIGNING PERMISSIONS

Administrators in GC Events are managed via GC Events > Administrators or School Dashboard > Administrators.

Granting an administrator access to specific events

Use these steps to limit an administrator’s access to only selected events (for example, a coach who should receive registration details for one event without seeing every event):

1. Open the admin list at Events > Administrators or School Dashboard > Administrators.
2. Select the administrator by clicking on their name.
3. In the admin settings, locate the Events Access section.
4. Use the event access controls to specify which events the administrator can view and manage. Add individual events as needed.

This approach lets you control access at a granular level.

Tips:

• Restrict functionality: Combine event-specific access with a role that limits actions (for instance, assign Events Check-in Admin if the administrator should only handle check-ins).
• Assign multiple events: Repeat the add step to grant access to additional events as needed.
• Remove access: Use the removal controls to revoke access from specific events.
• Refresh permissions: Administrators must log out and log back in for changes to take effect.

• To add a new administrator, click 'Add Administrator' and provide the email address the administrator will use to access GiveCampus.
• Assign the role this administrator should be granted using the Role(s) dropdown or search. Roles can be granted individually, or can stack on top of each other. Role definitions are provided at the bottom of this article.
• Determine to which events this administrator should have access under Events Access:
  • All events
  • Individual events

ROLES

Roles define which actions administrators are able to perform. Roles are predetermined sets of individual actions that we have developed to reflect the different fundraising “jobs to be done.”

Roles can be granted individually, or can stack on top of each other. 

Events Superadmin

The highest-level Events admin role with complete control over all event functionality. Has full access to create, manage, and oversee every aspect of events including financial operations, communications, reporting, and user management.

• Complete event lifecycle management (create, edit, publish, cancel)
• Full registration and attendee management (including waitlists and check-ins)
• All outreach and communication tools (templates, recipients, sending)
• Financial operations (refunds, payment cancellations, deposit reports)
• Advanced reporting (custom reports, school-level, RENXT integration)
• Admin management and advanced features (reusable fields, tracking links)

Advanced Events Admin

A comprehensive event management role for experienced users who need full event creation and management capabilities. Can handle the complete event workflow from creation to reporting but cannot manage other administrators or send communications through Outreach.

• Full event creation and management (including publishing)
• Complete registration workflow and check-in capabilities
• Advanced features (reusable fields, tracking links)
• Comprehensive reporting (custom, school-level, exports)

Basic Events Admin

An entry-level event management role focused on core event operations. Can create and edit events but requires approval (publishing) from higher-level admins before events go live.

• Core event creation and editing (cannot publish)
• Registration management and check-in
• Basic reporting and tracking links
• Payment cancellations

Events Content Manager

A specialized role for users who only need to update event information and details. Perfect for content editors who shouldn't handle registrations or financial operations.

• Event content editing only
• View access to events
• Cannot create events or manage registrations

Events Communication Admin

Focused on event marketing and outreach activities with basic event editing rights. Handles all communication workflows including email campaigns and recipient management.

• Full outreach and communication management (templates, sending, recipients)
• Basic event editing capabilities
• Cannot create events or handle registrations

Events Finance Admin

Specialized role for handling financial aspects of events including refunds and payment issues. Has robust reporting access but cannot create or edit event content.

Access to event registration deposit reports

Deposit reports for event registrations are available on the standard Deposit Reports page at Online Giving> Reporting> Deposit-Based Reports. 

The Events Finance Admin role provides access to deposit reports, while the Events Superadmin offers full access. The Advanced Events Admin and Basic Events Admin roles do not include this permission.

Granting access

1. Open your admin list by navigating to GC Events > Administrators or School Dashboard > Administrators.
2. Edit the user’s roles and assign the Events Finance Admin role or higher (for example, Events Superadmin for full access).
3. Save your changes.

Note: Administrators must log out and log back in for the new permissions to take effect.

• Financial operations (refunds, payment cancellations, deposits)
• Custom reporting and RENXT integration
• View-only access to events
• Offline registration handling

Events Reporting Admin

Data-focused role with comprehensive access to all reporting and analytics features. Can generate insights and track performance but cannot modify events or handle operations.

• All reporting capabilities (custom, school-level, exports, RENXT)
• Tracking link management
• View-only access to events

Events Check-in Admin

Limited operational role designed specifically for event day staff or volunteers. Only has the permissions needed to check attendees into events.

Events Check-in Admin — what they can do

The Events Check-in Admin role is for event-day staff and volunteers who exclusively manage check-in procedures.

Capabilities:

• Full check-in workflows: Locate attendees, perform QR or manual check-ins, and mark attendance.
• Activity-based check-ins: Select the appropriate activity or session for events with multiple segments.

Assign this role to individuals who solely need check-in access. Use roles such as Basic or Advanced Events Admin for users requiring registration, reporting, or financial capabilities.

• Event check-in functionality only

Events View Only Admin

Basic read-only access for stakeholders who need visibility into events but shouldn't make any changes. Useful for executives or other departments that need event information.

• Read-only access to events and basic interface

Troubleshooting Outreach Access Issues

When Events Administrators Can't Send Email Communications

If your Events administrators have access to the Events module but cannot send outreach emails (such as event reminders), this is typically a permissions configuration issue.

Solution: Use Superadmin Role for Outreach Access

To enable outreach functionality for Events administrators:

1. Navigate to administrator settings: Go to GC Events > Administrators or School Dashboard > Administrators

2. Locate the affected administrators in your administrator list

3. Remove specific event permissions: Clear all Events permissions except "superadmin"

4. Apply superadmin role: Assign only the "superadmin" role to these administrators

5. Have administrators refresh their access: Ask them to log out completely, then log back in

6. Test outreach functionality: Have them attempt to send the outreach email again

Troubleshooting Export and Download Issues

When Administrators Can't Export Registration Lists

If an administrator has been assigned permissions but cannot download or export registration data:

Check current permission level:

• Events View Only Admin and Events Check-in Admin roles cannot export data
• Basic Events Admin has limited reporting access
• Events Reporting Admin and Events Finance Admin have full export capabilities

Required permissions for downloading:

• Registration exports require Events Reporting Admin, Events Finance Admin, Advanced Events Admin, or Events Superadmin role
• Custom report downloads require Events Reporting Admin or higher
• School-level event reports require Events Superadmin role

To fix export access:

1. Navigate to GC Events > Administrators or School Dashboard > Administrators
2. Locate the administrator in question
3. Remove their current Events role
4. Assign Events Reporting Admin role (for reporting-only access) or Advanced Events Admin role (for broader access)
5. Have the administrator log out and log back in to refresh permissions
6. Test the export functionality

Troubleshooting: Events Superadmin can't see registrants for a specific event

If an administrator with the Events Superadmin role reports that they cannot see registrants, attendees, or event details, the issue is typically due to their event-level access settings or a stale session. Follow these steps to resolve the issue:

Step 1 — Verify event-level access

1. Open the admin list at GC Events > Administrators (or School Dashboard > Administrators).
2. Click the administrator's name to open their settings.
3. In the Events Access section, check if the admin is set to:
   • All events – full access, or
   • Individual events – access only to added events.
4. If set to Individual events and the event is missing, add the event and save the changes.

Tip: To grant access to every event, set Events Access to All events.

Step 2 — Refresh the session

After any change to roles or Events Access, the administrator must sign out and then sign back in to update their permissions.

Step 3 — Further troubleshooting

If the administrator remains unable to view registrants despite having the Events Superadmin role and All events access:

1. Ensure they sign out and sign back in to refresh the session.
2. Verify that registration data exists for the event by checking it with another admin who has confirmed access.

Additional notes:

• Roles determine what an admin can do, while Events Access controls which events they can view. • Changes to roles or access settings require a full sign-out and sign-in to take effect. • For limited access, use the individual Events Access setting instead of granting global access.