Event Management Role Access Matrix

Overview

Event Management access decides who can create events, change public pages, review registrations, operate check-in, handle finance-adjacent records, and manage staff or inventory. A role should match the work someone is trusted to do, not just the page they want to open.

The dashboard role model used for Event Management is centered on partner staff. Report-system roles are separate and should not be treated as permission to run event operations.

Role expectations

Role	Expected Event Management access	Typical use
partner_admin	Full partner-level operational access, including event setup and sensitive configuration.	Event leads, organization admins, release/certification owners.
partner_operator	Event and rego operations access where partner has delegated operational work.	Registration staff, check-in leads, roster staff, POS operators, inventory operators.
viewer	CMS-oriented read access, not a normal Event Management operator role.	Content reviewers who should not change event records.
event_staff	Report-system staff role, not the primary EMS role.	Trust and Safety report work, not event setup.
fph_admin	Platform-level administrator access where central support or certification requires it.	FPH support, platform operations, production certification.

Access by work area

Work area	Normal owner	Sensitive actions
Event creation and Details	Partner admin or event lead	Public status, event dates, venue address, image, public description.
Rego Config	Registration lead or partner admin	Prices, capacities, entitlements, ZEP/Discord/Telegram access, group rules.
Payments Config	Finance lead or partner admin	Payment accounts, QR codes, surcharge, VAT, refund rules, confirmation behavior.
Regos, upgrades, transfers, refunds	Registration and finance staff	Payment updates, approvals, declines, identity transfer, refund proof.
Check-In and Inclusion Claim	Check-in lead and trained event-day staff	Entry decisions, notes, flags, item claims.
Human Resources and roster	HR lead or volunteer coordinator	Staff records, volunteer decisions, shifts, subsidies.
Communications	Event lead or communications owner	Email/inbox audience, subject, markdown body, previews, sends.
Inventory and POS	Logistics or finance operators	Stock movement, item IDs, POS basket, payment method/account, sale submission.
Offline snapshots	Event lead, check-in lead, or LAN operator	Exported attendee data, imports, sync history, offline files.

Sensitive records

Record	Why access matters	Minimum handling rule
Attendee registrations	Contains identity, contact, tier, payment, and event access state.	Only staff doing registration, support, or check-in work should use it.
Payment accounts and QR codes	Directs attendee money to organizer accounts.	Review by a finance owner before opening paid rego.
Refund proof	Can include financial screenshots and account references.	Keep to finance/support staff.
Offline snapshot files	Can contain operational attendee data.	Export only for intended devices and track who received the file.
Volunteer applications	Contains applicant answers and contact details.	Share only with HR/volunteer reviewers.
Staff roster	Shows staff movements and coverage.	Share with event staff who need it for operations.

Handoff rule

When assigning access-sensitive work, name the role, surface, event ID, and exact action. “Can you handle rego?” is too vague; “please review pending refunds in /ems/manage/refunds?id=... and do not approve above PHP X without finance review” is actionable.

Common mistakes

Do not give broad Event Management access just so someone can answer one question. Open the specific record together, capture the needed answer, and keep edit access limited to people responsible for the outcome.