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Contributor Role: Explained

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Updated: March 15, 2021

Before You Start:

Review the three roles:

1. Admin – This role has full access to the Administer and UI Design tabs. It is given to conference organizers.

2. Contributor – This role has access to only part of the Administer tab. It can be given to venue staff or exhibitor staff. Venue and exhibitor staff can also be members, which have even more limited access.

3. Member – This role has no access to any menus. It is given to conference attendees, speakers, moderators, and sometimes venue and exhibitor staff.

Contributors will have access to the Administer tab on the left-hand side of the screen, which allows them to navigate the venue from the back end. However, they do not have access to the UI Design tab. As a result, they cannot physically move, create, or delete any panels within the venue.

Contributors can be assigned at the Venue Level or the Exhibitor Level. At the Exhibitor Level, they can only make these changes to the booth or booths to which they have been assigned.

Venue Level:

  • At the Venue Level, Contributors can:
    • Access the venue prior to the date it opens to Members (attendees)
  • Send bulk emails to any of these three groups:
    • All users
    • The group of users that have logged in
    • The group of users that have not logged in
  • Change any email template, and edit sending times and calendar dates
  • Create and delete sessions in any location
  • Access any session at any time, regardless of whether it is live
  • Add and delete available meeting times for every attendee
    • Create, edit, and delete meetings (if an Admin has enabled this option under Features)
  • Add and delete resources
  • Build and delete forms
  • Edit exhibitor booths to which they are assigned as a Contributor (see below for more information on Contributors at the Exhibitor Level)
  • View, add, and delete any media in the venue’s Media Library
  • View sent emails for any date range
  • View full analytics for the venue, all attendees, and every booth
  • Access the UI Design menu
  • Access the Essentials tab
  • Access the Registration/Sign-in tab
  • Access the Features tab
  • Access the Locations tab
  • Access the Attendees tab (meaning they cannot add or delete users or assign them a different staff, badge, or role)
    • Send messages or emails to individual users (accessible on the Attendees page for Admins)
  • Edit exhibitor booths to which they have not been assigned as a Contributor at the Exhibitor Level
  • Access any booth or hall from the back end to which they have not been assigned as a Contributor at the Exhibitor Level
  • Access any front end page limited by an Access Group to which they have not been added
  • Access the Operations Console tab
    • Broadcast any message
    • Perform a broadcast refresh

Exhibitor Level:

Exhibitor Staff are generally labeled as Attendees, but they can be made into Contributors at the Exhibitor Level, not the venue level, in order to make changes to their own booth.

Exhibitor-Level Contributors also have access to their booth (and only their booth) before the venue opens to attendees. Only the pages on the menu below are available. Once the venue opens, these exhibitors will be able to access everything available to those with an Attendee Role. 

  • At the Exhibitor Level, Contributors can:
    • Access their booth prior to the date the venue opens to Members (attendees)
    • Access the Essentials tab (through the Exhibit Hall by clicking the pencil icon next to the booth) to change their company name, description, and category
    • Create and delete sessions
    • View any session, regardless of whether it is live
    • View all pre-scheduled meetings between their booth’s Exhibitor Staff and attendees
    • Add and delete resources
    • Build and delete forms
      • Create new forms based only on Engagez templates or forms already in the booth
    • View, add, and delete any media in the booth’s Media Library
  • At the Exhibitor Level, Contributors cannot:
    • Access the rest of the venue prior to the date it opens to Members (attendees)
    • Access the Features tab
    • Access the Attendees tab (meaning they cannot add or delete users or assign them a different staff, badge, or role)
    • Access the Static Pages tab

Note: Exhibitor Staff as Contributors at the Exhibitor Level have access to creating and deleting sessions as well as adding resources to their booth; however, they will not be able to do this at the venue level. If you have a limit on the number of resources an exhibit booth is allowed to display, we recommend keeping your exhibitors as Attendees.

Tip: One of the key features of Exhibitor Staff as Contributors is that they will be able to access the analytics associated with their booths. You can turn this on in Administer > Features by switching ON “Exhibit Analytics: Allow exhibitors to access their own analytics.”

Still have questions? Visit the Engagez Support venue or email us at support@engagez.com. If you’ve purchased an implementation package, please contact your implementation representative through Skype or email.

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