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Roles and permissions
Who can see, edit and publish what inside an event, and how to involve external partners without opening everything up to them.
Permissions in iveo do not belong to a person, they belong to that person’s role in a specific event. The same person can be a Producer in your pavilion and a read-only visitor in another event. Everything else follows from that.
Sample data from a demo event: all names and addresses are invented.
Two levels
The event role applies to exactly one event. It is assigned with the invitation and only takes effect once the person has accepted. Until then they see nothing, even though they already appear in the member list.
On the Team page, a producer resends or revokes a pending invitation. Anyone who is no longer involved is archived there with “Archive member”: they lose access to the event immediately, their programme assignments and speaker entries stay, and “Restore” brings them back. The list can be searched by name or email, filtered by role, status and programmes, sorted and shown as a “Table”; the hit count only counts what the filter shows.
Under Settings → Code of conduct a producer publishes a code of conduct that every member reads and accepts before seeing the event; Organisers, Programme Organisers and Editors publish only after accepting. The “Code of conduct” card on the Team page shows the status. Everything about it is on the Code of conduct for your event page.
The global role applies outside any event, for example to the question of whether someone may create an event of their own.
For multi-level events (an umbrella event with events underneath it) the role in the umbrella event also applies downwards. It adds permissions and never takes any away.
The roles
| Role | What it means day to day |
|---|---|
| Producer | The most senior role on the customer side. May edit and publish everything in the event, connect your own domain, merge duplicates and create sub-events. |
| Organiser | Has the same permissions as the Programme Organiser: works only on the programme items whose team they are in. |
| Programme Organiser | Looks after individual programme items assigned to them, the typical case for external partners. More on this below. |
| Editor | Editorial work on programmes, people and organisations. No structural changes to stages and schedule. |
| Guest Manager | The guest list and nothing else. No access to programme, people or organisations. |
| Operator | On show day: switching stages and timing. Reads programme details and running order. |
| Director | Control room and show control. Sees content, does not change it. |
| Moderator | Moderating a session. Reads the calendar, people and their own programme details, answers moderation requests, maintains the moderation briefing and sees speakers’ phone numbers. |
| Speaker | Maintains their own profile and uploads presentations, both from their own home page My appearance. Reads the programme items they are assigned to without editing them; as an accepted moderator, edits the moderation briefing there. |
By the way, “co-host” is not a role. It is a note on an organisation’s entry in an event: it describes a partnership, not access.
What each role may do
The short version for the five roles that appear during planning. The show-day roles (Operator, Director, Moderator, Speaker) read content but do not change it. One exception: photos and videos on a programme item can also be uploaded by Operators and Directors. Speakers also upload their own presentations, but cannot delete them.
| Producer | Organiser | Programme Organiser | Editor | Guest Manager | |
|---|---|---|---|---|---|
| View the calendar | ✓ | ✗ | ✗ | ✓ | ✓ |
| Edit stages and schedule | ✓ | ✗ | ✗ | ✗ | ✗ |
| Edit programmes | ✓ | own only | own only | ✓ | ✗ |
| Maintain people and organisations | ✓ | own only | own only | ✓ | ✗ |
| Work on submissions | ✓ | ✗ | ✗ | ✗ | ✗ |
| Guests and registration | ✓ | ✗ | ✗ | ✓ | ✓ |
| Publish individual content | ✓ | own only | own only | ✓ | ✗ |
| Design the website, publish the event, connect a domain | ✓ | ✗ | ✗ | ✗ | ✗ |
| Change department and type of a programme item | ✓ | ✗ | ✗ | ✗ | ✗ |
| Choose the format of a programme item | ✓ | own only | own only | ✓ | ✗ |
| Videos and livestream on a programme item | ✓ | ✗ | ✗ | ✗ | ✗ |
| View photos and videos on a programme item | ✓ | own only | own only | ✓ | ✗ |
| Upload and manage photos and videos on a programme item | ✓ | ✗ | ✗ | ✗ | ✗ |
| Request speakers’ AI consent | ✓ | own only | own only | ✗ | ✗ |
| See the email address of speakers | ✓ | ✗ | ✗ | ✗ | ✗ |
| Lock master data of people and organisations | ✓ | ✗ | ✗ | ✗ | ✗ |
| Invite people into the event | ✓ | speakers, own only | speakers, own only | ✗ | ✗ |
| Manage the team: resend invitations, archive members | ✓ | ✗ | ✗ | ✗ | ✗ |
| Use the AI assistant | ✓ | ✗ | ✗ | ✗ | ✗ |
The distinction that matters in practice
Organiser and Programme Organiser have the same permissions: both work on individual rows within the event, namely the programme items whose team they are in. Anyone who should help plan the whole event needs an event-wide role such as Producer or Editor.
A Programme Organiser may fully maintain and publish the programme items assigned to them, including people, organisations, running order and topics. They see no other programmes, no calendar, no submissions, no guest list and no member list. They also cannot create new programme items or delete any. If they add a new person without an iveo account to their programme item, they can invite that person into the event as a speaker.
This is exactly what large pavilions need: a partner organisation gets its own session to look after, without visibility into the other partners’ sessions and without seeing the host’s staff list.
The assignment happens on the programme item itself, in its team area, not in the member list. You open it at the top of the programme page with “Manage team…”. There are three ways in:
- Pick someone from the existing team. If the person is not in the event yet, their membership is created as a pending invitation.
- Invite by email. An invitation with an access link goes out, and the assignment takes effect automatically once the person joins.
- Automatically when accepting a submission. Whoever moves a submission into the programme can invite the person who submitted it as a Programme Organiser in the same step. This option is switched on by default and off for imported submissions.
Two things are deliberate here. Nobody becomes a member without being asked: until they accept, the invited person sees nothing, not even their own programme. And an existing, more senior role is never downgraded: someone who is already a Producer and receives an assignment stays a Producer.
Permissions can be adjusted
The above describes the defaults. They can be adjusted per event if your organisation needs a different cut. Talk to us. We will work through it together.