New Tools for Managing Event Access

It’s been quite some time since my last update. Since that time, I’ve been banging away in the salt mines on a major new set of features that completely revamp access control for your events. I’m pleased to inform you that, after a couple of hours of site maintenance in the early morning EDT, the all new role-based access control system is live.

If you’re not an event organizer or staff member, you may not have a ton of interest in what follows. Feel free to bail out now! For the rest of you, please read carefully, as several of the ways you administer your events will change.

This is a large and complex update, and it won’t surprise me if there are some lingering problems. Please let me know if you see anything strange or unexpected. As always, you can share feedback with us via email at info@warhorn.net, on Facebook or Twitter, or in the comments below.

Thanks!


Options Setup

Excerpt from the Setup > Options page

Several options have moved here from the Roles Setup page:

  • Enable GM signup list: Uncheck this box if you don’t want Warhorn to offer a GM signup list for your games. This replaces the GM checkbox on the old Roles Setup page.
  • Allow a GM to manage the details of their session by default: Check this box if you want any new GM signup to have permission to manage the related session. This replaces the Allow a GM to manage the details of their session checkbox on the old Roles Setup page.
  • Allow a GM to view participant email addresses by default: Check this box if you want any new GM signup to have permission to see the email addresses for participants of the related session. This replaces the Allow a GM to view participant email addresses checkbox on the old Roles Setup page.

Roles Setup

Excerpt from the Setup > Roles page

Previously, GM and Staff roles were hardcoded into the system, and you had very little ability to choose what those roles permitted users to do in the context of your event.

Now, all roles are defined and flexibly configured on the Roles Setup page. Three roles are predefined for each event: Attendee, GM and Staff. You have full control over the permissions that membership in a role conveys to a user. You can create as many custom roles as you like, and you can delete them at will. You can also delete GM and Staff (but not Attendee).


Manage Registration

Excerpt from the Manage Registration page

Roles are assigned to registrations in the same way as before. On the Manage Registration page, you simply check the boxes for the roles to be assigned to the attendee and leave the rest unchecked.


Manage Session

Excerpt from the Manage Session page

The Manage Session page has a new Permissions panel. This allows you to override the permission for a role or for a GM at the session level. So, for example, you can set a permission at the event level and then remove it for a specific session. You can also omit a permission at the event level and add it for a specific session.

Session roles are created along with the session. If you subsequently add or delete a role on the Roles Setup page, that change will be reflected on the Manage Session page for every session.

A signup role is created when a GM signs up. If the signup is withdrawn, the signup role goes away. (Note that if Enable GM signup list is unchecked on the Options Setup page, GM signup roles will not be visible on the Manage Session page.)


Common Use Cases for Overriding Permissions

Limiting signups to specific people

Out of the box, the Attendee role has permission to sign up to play for all sessions, and the GM role has permission to sign up to GM for all sessions (if you’ve enabled GM signup lists on the Options Setup page). However, you may want to manage your signups in an even more specific way.

Let’s say you want folks from your local area to have an extra week to sign up for an online game before widening availability to anybody who’s interested. Here’s how you’d do that.

  1. Create a custom role – let’s call it Locals – with permission to sign up as player and/or GM.
  2. Go to the Manage Session page for the session that you want to open up for your locals.
  3. Disable the sign up permission(s) for all roles other than Locals. Now, only those with the Locals role will be able to sign up for that session.
  4. When you’re ready to open up the session to others, return to the Manage Session page and re-enable the sign up permission(s) for the appropriate role(s).

Allow a GM to manage their session

Some event organizers prefer to delegate management of a session to the individual signed up to GM that session. Here’s how you can accomplish that.

  1. Ensure that the individual is not assigned to any roles that provide the manage session permission. You can adjust role assignments on the Manage Registration page for that person.
  2. Go to the Manage Session page for the session in question.
  3. Click on the GM’s name and enable the manage session permission.

Posted in Broadcasts, Tech

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