Setting up your Venue - Departments, Users and Permissions

In this Article, we will show you how to set up your team on Hostology, including information on user types, departments and what this all means:

1. Setting up your Venue - Your Team Structure
2. Creating Departments
3. Different user types - what they mean?
4. Adding your team members
5. Next Steps

Setting up your Venue - Your Team Structure

Before starting this article, make sure you set up your venue details - check out this article first.

Terms we will discuss:

• Departments - A group of team members, i.e. "Catering team", "Coordinating team", "Finance" that work in the same team.
• Users - These are your actual team members, "Platform users" are the people using the platform and managing it from your team.
• Permissions - What your team members can see, access and edit on the platform.

Have a think about how best to structure teams and your departments. Remember you can:

• Edit them once you've done it. But always easier to start off with this a little thought out.
• Will be able to assign tasks to groups in the future
• Discuss with a Hostology team member the best way to set this up.

Creating Departments

To create a department:

Select the Profile icon top right, then click on Departments far left menu

Click "Add New" in the top right

Select the options and then press "Add" to create the department:

• Venue - Which venue you are creating this department for
• Name - The Name of the department 
• Description - Any additional information about the department for reference

NB - if you have multiple venues set up, you can create specific departments for each Venue

To edit or delete Departments, select the 3 Dots on the right hand side and choose either "Edit" or "Delete" - if you edit, you can update information, just make sure to press "save" for any changes

NB You will not be able to delete a department if any team members are allocated to it. To delete a department like this, you will need to remove all team members from this department before deleting.

Different user types - what they mean?

If you have created the account, when you go to the "My Team" section, you will notice that you already exist and are labelled as a "Super Admin". You will also be assumed to be the Business owner, with access to invoicing and billing for the venue. But what does this mean? In Hostology, you can allocate your team as 3 different types of "User". These are:

• Super Admins - The Default setting for the Business owner. Super Admins can see financial information, create new users, edit everything within venue management and also see multiple venue's information - if you run multiple Venues on Hostology.
• Venue Admins - Admins are almost the same as "Super Admins", however they can only see information for the venue they have been added to. (E.g. Event managers/Team leaders/Head Chef). 
• Venue Users - Users can only access and edit information at the event level. Where they are "View only" for templates at the Venue management level. But can add and manage events. (E.g. Event Coordinators/Other venue staff)

If you want to discuss this in more detail, contact one of the friendly Hostology team for advice on the best way to set up your team and the access they will require based on "How much" they do on Hostology.

Adding your team members

Once ready, you can start adding team members, to do this, select "My team" in the top right

On the page called "Users", Select "Add New" in the top right

Once here, you will see a pop-up window prompting you to complete information about the new usre you would like to add. These details are:

• First & Last Name - Your users name (this will show on Hostology for all their tasks/work)
• Email - Their email address, please note you need to have a unique email address for each user
• Role - This is "Super-Admin", "Admin" or "User"
• Venue - Which Venue(s) the user will be working with 
• Department - Which departments the User is part of

Press create and then they will receive an invite to join Hostology and create their account. NB - You can always edit these settings once you have created a user.

Next Steps

Once you are ready and have added in your team members and set up your Venue with departments that suit you, make sure to start setting up our key features on the platform and manage your venue.

Start creating your Itineraries for events, learn more here

Start adding events, learn more here