User Types Access Options

Overview

The first step in having access to the platform is to sign up as a user.  Once a person is signed up and verified any existing administrator can assign them trainer or administrator privileges.  In this module you will cover:

• How people sign up as a user & create a password.
• How you assign them trainer and/or administrator privileges
• What privileges come with being a:
  • Signed up user,
  • Trainer (aka instructor, facilitator, presenter)
  • Administrator

 Sign up & create a password

Anyone who aims to access data in the site - whether it's their own or other people's - needs to create their own secure site password - and agree to the terms and conditions of using your booking platform which always includes data privacy rules that bind bookers, trainers and administrators.

To create a password and become a signed-up user, a person needs to:

• Click 'Sign Up', and 
• Complete the Sign Up form*, and 
• Self-verify, or administrator-verify.

Sign Up

Users start by clicking the sign up link on your course or event listing page.  This is the same link you use to access Booking Rooster.  Its best that you send them the link. 
Usually it will be book.(yourorganisationdomain).co.nz
Sometimes it will be events.(yourorganisationdomain).co.nz  or something more bespoke.   

Complete the Sign Up form

The details a person adds as they sign up, depends on your own site set-up.  

• Most instances of the Booking Rooster platform ask for contact details and invoicing details.  
• Some have a simple-sign up process, asking just name, email address & password. 

Sometimes instructors find it strange to be asked invoicing details - just remind them that all users go through the same initial sign up process, so they can just put the company's own accounting details there.  

Self Verify

When you sign up to any online platform you need to go through a verification process.  This process is very important because it ensures:

• That the email address is correct.
• That the person who signed up can reasonably be expected to be the owner of that email address.

It is simply a matter of clicking the link in the email received almost instantly that you sign up.  Depending on your site site-up the email will say something like this: 
"Dear .....   Signing up for our online booking system will make it easier to book for our courses now and in the future.  Please activate your account to get started: Click here to activate your account now".

Admin Verify

It is always best for the user to verify their own email address.  If this is not practical - for example their verification request is blocked by their own server, or it is your trainer and you know they are in a course right now, then you may:

• Search their name in contacts.
• Click 'show unverified'
• Click verify.

Take care using this option.  Once someone is verified they will have to enter their password to book or do anything in the platform.  If you verify someone who has entered an incorrect email address you will need to start the whole process again.  Also take care that you know the person is who they claim to be, before verifying.  Depending on your site set up options people verifying may get instant access to any bookings previously booked for that email address. 

Assign Admin or Trainer Privileges

Any existing administrator can assign administrator or trainer privileges to any signed-up user.  Take care with this step.  Anyone with this level of access can see private data.   The standard terms of the platform include a pledge to keep private data confidential.  If you have replaced the standard terms of the site, this may not be in place and you will need to be sure data privacy is covered in your own contracts and policies.

Here is the process of assigning trainer privileges.  It is the same process for adding someone as an administrator:

• Search the person in contacts*
• Click on their name to open their contact record.
• Check the "Is Administrator" and/or "Is Trainer" box.**
• They will then receive an email similar to the one at the end of this highlight trail.  

* If they have a Rooster head to the right of their contact record they are a signed up user and you can assign them privileges.  If not you will need to get them signed up first).

**Depending on your own site set-up this might say is trainer, is instructor, is facilitator, is presenter or something else.

Access by level

The things people can access are controlled by:

• Their level of user access (ie signed up, trainer, administrator)
• Your service plan (ie bantam, middle, heavy weight)

Your set-up preferences (ie. which services you've asked to have switched on.

 

Signed Up Users

People who have signed up and verified can see:

• My courses - all upcoming bookings, including ticketholder names and ability to download tickets.  Also the ability to export booking history.
• My contacts - name and contact details of all people they have made bookings for.
• My profile - a place to update their own profile inforamtation
• Search button - so they can navigate to coursers.
• Course calendar - if you have this switched on.

 

Trainers (aka Presenter, Host,Facilitator etc)

Once a person is a trainer they will see:

• All Booking Rooster and Events Pronto Customers have the check-in kiosk and can see the details of any course or event they are assigned to including:
  • Roll Call view with ticket-holder details list and the ability to mark people as attended or not.
  • Ticket Scan capability (For event organisers ony)
• Booking Rooster customers may also have the following kiosk features, depending on service plan and set up choices:
  • Ability to record assessments
  • Ability to edit students, often adding extra details like DOB or proof of pre-requisites (if enabled)
  • The ability to have automated notifications sent to trainers when they are assigned to a course or removed from it.
• Booking Rooster clients on the middle & heavy weight plans will also have the schedule view where trainers can see when they are scheduled onto a course and click to book.

Some Booking Rooster clients will also have the ability to feed courses to their Outlook and/or Google calendars.  

Administrators

Administrators can see or do anything in Booking Rooster.  They have access to all tabs for your organisation:

• Organisation
• Contacts
• Courses
• Marketing
• Bookings
• Reports
• Kiosk.

If you have more than one organisation (e.g.  you manage your NZ and AU businesses from one site it is possible to have some administrators accessing only one of your organisations, while others access some or all.

Questions?

It this hasn't fully answered your question simply contact Booking Rooster support [phone] or email [e-mail]