Event access groups are a way of controlling which events your Eventsforce users can access. Companies with different departments or factions can use this to limit user access to events within their assigned event access group.

You can view our webinar "Managing users and groups within Eventsforce" for more information using the password Efclient39.

This article will cover the following:

What are event access groups?
How to create event access groups
- Adding groups to groups (subgroups)
How to assign event access group to events
- Assign to an individual event
- Assign to multiple events (bulk edit)
How to assign event access groups to users
- Assign to an individual user
- Assign to multiple users (bulk edit)

What are event access groups?

Watch our short video below to better understand event access groups:

Event access groups are groups of users but can also contain other event access groups. When an event is created or copied, access to it can be granted by adding one or more event access groups. Users of the named access groups can see and access the event.

Creating event access groups

Access groups can be created and managed by administrators in Eventsforce. Users without “administrator” access will not see the “Event Access Groups” option in their menu.

To create an event access group:

Go to Settings > Security > Event Access Groups
Click the Plus Icon to create a group
Enter a name for the group
Click "Add"

Adding groups to groups

Event access groups can contain other access groups within them, allowing administrators to build a permission structure with various levels (ex: ‘USA’ can be a subgroup of ‘Americas’, or ‘London’ can be a subgroup of ‘Europe’).

You can edit a group to nest other groups inside it as subgroups:

Select the group you wish to add additional groups to
Click the Edit Icon or the Spanner Icon and select “Edit…”
Search-as-you-type for the group name and select it to add it to the 'Contains' list
When you have finished adding groups, select "Change"

Tip: The horizontal line in the checkbox indicates that a group is only a member of some of your selected groups.

How to assign event access groups to events

Once event access groups are created, you must set up the association between the event and the event access group. Assigning event access groups to an event can be done for an individual event within the event's properties page or in bulk using the event selection page.

Assign event access groups to an individual event

Go to Setup > Event > Properties
Click the “Advanced” button at the bottom of the page
In the ‘Event Access Group’ section, begin typing the group name OR click the box and apply/remove the desired groups
Click "Save"

Assign event access groups to multiple events

To save time, you can assign event access groups to events in bulk. The ability to change access for more than one event can only be done by users who are members of the group “All Events*”.

To assign groups to multiple events:

Go to Events > Show all Events
Select multiple events by using the Ctrl, Shift, or Command key on your keyboard
Click the Spanner Icon, then select “Change events, access groups…”
Select the checkboxes to add or remove event access groups

Note: The horizontal line checkbox indicates that only some events are assigned to the group.

How to assign event access groups to users

Once event access groups have been added to your Eventsforce account and assigned to events, you will want to assign events access groups to users.

The event access group a user is assigned will determine which events they can access.

Adding users to event access groups individually

Users can be added to event access groups individually or in bulk using the same process. This is a property of each user. Adding users to groups:

Go to Settings > Security > Users
Click the Edit Icon next to the user
In the "Event access groups:" field, begin typing the name of the event access group or click the field to view a dropdown of groups
Select one or more groups to assign to the user
Click "Save"

Adding users to event access groups in bulk

The bulk assigning of event access groups is done by selecting one or more users from the list of users:

Go to Settings> Security > Users
Select one or more users (hold "CRTL" or "Command" to select more than one)
Click the Spanner Icon and select “Change event access groups…”
In the pop-up, select the checkboxes to add or remove event access groups

Note: The horizontal line checkbox indicates that only some users are assigned to the group.