To have your staff scan the tickets you do not need to give access to the whole console: the Entries only role is designed for the people at the door. This article explains exactly what each default role can do when it comes to entries and reservations, how to invite your collaborators and what they will see the first time they open the app.
At a glance
- Where: organization console → Organization members → Invite users; acceptance by e-mail or in the Nightify Business app under Pending invites.
- Permissions of the Entries only role: View events, View event reservations and Manage access and entries, plus viewing the organization. It does not have View organization reservation details, View event reservation metrics, Manage event reservations or any permission to manage events, ticketing, takings or tax data.
- What you get: a collaborator who scans, looks attendees up in the app and reads the Reservations report and the Entries report of the event on the website, without changing anything.
What each role can do at the door
| Role | Scanning with the app | Reservations and attendees | Limits |
|---|---|---|---|
| Entries only | Yes (Manage access and entries). | Sees the Participants section in the app and the Reservations report and the Entries report on the website. | Does not open Reservation management or the Reservation detail; in the dashboard of the app totals and conversions are masked because View event reservation metrics is missing. |
| Limited view | Yes. | No access: in the Participants section of the app it shows Your account does not have access to this resource. | Suitable for occasional collaborators who only have to scan. |
| Promoter | No: every scan is rejected with Access denied: your account does not have permission to manage entries. | Sees reservations, attendees and the Entries report limited to their own channel. | Do not use it for the door staff. |
| Administrator | Yes. | Everything, including the Reservation detail with cancellations, deactivation and reactivation of the QR codes (Manage event reservations). | It is the only default role that changes orders. |
Step by step
- Invite the staff. From the console open Organization members and press Invite users. What you see: the Emails or names field (one or more addresses separated by a comma, a semicolon or on different lines; you can also pick an existing user from the suggestions) and the Choose the role to assign block. Choose Entries only: the description lists Access attendee lists for the assigned events., Run access control and entry scanning in real time. and Track reservation status without modifying any data. Press Invite users. Confirmation: Invitation sent to …. or N invitations sent successfully.
- Acceptance. The collaborator opens the link received by e-mail and presses Accept, signing in with the same e-mail as the invitation (otherwise the website asks them to sign in with the right e-mail), or in the Nightify Business app taps Accept in the Pending invites section of the organizations screen; with Decline the invitation is turned down.
- First time in the app. The collaborator installs Nightify Business, signs in with the same account, chooses the organization and opens the Check-in tab (iPhone) or QR Scan (Android).
- Briefing at the door. Agree with each operator on which access titles to select in Select access titles and who to turn to for rejected tickets: whoever has the Entries only role cannot reactivate a QR or cancel an order.
What happens next
- In the members table the collaborator goes from Invited to Member; in the Role column you can change the role later (Member role updated.).
- The scans they made stay assigned to the e-mail of their account in the Scanned By column of the Entries report, even after they are removed from the team.
- After the event you can leave the role in place for future events or remove it with Remove member (confirmation Do you want to remove this member?, outcome Member removed.); an invitation that has not been accepted yet is revoked with Cancel invite (confirmation Do you want to cancel this invite?, outcome Invitation removed.).
Messages and errors
| Message | Why it appears | What to do |
|---|---|---|
| No organizations available (iPhone) / No organizations available (Android) | The invitation has not been accepted or the collaborator signed in with another account (for example with Google instead of with the invited e-mail). | Check the Invited / Member status in the members table; have the invitation accepted and tap Refresh list / Refresh. |
| The user does not have the required privileges to access this resource. Please contact support if you believe this is an error. (iPhone) / User not authorized (Android) | The account is not authorized to use the app for any organization. | Check that the invitation was accepted with the same account. |
| Your account does not have access to this resource. in the Participants section | The role is Limited view, which does not include View event reservations. | Assign Entries only if the collaborator has to check the reservations. |
| Access denied: your account does not have permission to manage entries. | The collaborator has the Promoter role. | Change the role to Entries only from the members table. |
| … is already a member / … has already been invited | The address is already in the team or already has a pending invitation. | No action, or cancel and send the invitation again if it is no longer of interest. |
Special cases
- The collaborator has to check a customer without a QR: with Entries only they can use the Participants search in the app or open the Reservations report on the website, but not the detail of the order.
- You need a supervisor at the door who can unlock things: assign them Administrator, the only default role with Manage event reservations; keep in mind that they will also see takings and settings.
- Masked metrics in the app: with Entries only the cards of the event dashboard show *** on iPhone and -- on Android: this is intended, it is not an error.
Rules and limits
- No default role other than Administrator can cancel reservations or act on the QR codes.
- The role is per organization: a collaborator with several organizations can have a different role in each of them.
- You cannot remove the last administrator of the organization.
Related articles
- Invite collaborators and assign roles
- Roles and permissions: what each member can do
- Prepare scanning in the Nightify Business app
- Search for an attendee in the Business app