Roles and permissions
Most events are run by more people than the ones who set them up — colleagues, agency staff, volunteers at the door, partners, AV crews. Moostoo lets each of them do exactly their part. Access is decided in two layers: what someone is to your organization, and what they are in each event. Understanding the two is what lets you give a volunteer the scanner without handing them your attendee export.
Layer one: the organization role
Every team member has one organization role, set when you invite them on Team.
| Role | Can do | Events |
|---|---|---|
| Account Owner | Everything, including billing, and inviting or changing any role. There is always at least one. | Every event, always — even when not listed on its team. |
| Super User | Create, clone and delete events; edit every event's settings and publish it; invite Users and Volunteers, and change or remove Users, Volunteers and Partners; organization profile and sign-in methods. | Every event, automatically, with full access. |
| User | Work on events, with the permissions granted on each event's team. | Sees every event of the organization in the list; is a participant and gets per-event permissions only where they are on the team. |
| Volunteer | Door and attendee help on the events they are added to. | As for User; staff tools only where they are on the team. |
| Partner | An outside collaborator on the events they are added to. | As for User. |
Only Account Owners can use Billing & Subscription. Only Account Owners and Super Users can open Team and Auth & Security, create, clone, delete and publish events, save an event's Event Settings and Event Assets, set up Platform Migration and use every Ask Moostoo tool without a per-event permission.
Layer two: the event role and its permissions
Inside each event, the Event Team gives every member an event role. Admins have every permission; Members start with none and are granted exactly what they need; Volunteer, Partner and Service Provider carry a fixed set that cannot be changed per person.
| Event role | Permissions | Typical use |
|---|---|---|
| Admin | All of them, locked on. Every event must keep at least one Admin. | The people running the event. |
| Member | None by default; switch on each one it needs. | A colleague who handles the programme, or finance, or exhibitors. |
| Volunteer | Fixed: Can Manage Attendees and Can Manage Check-in. | Door and registration-desk staff. |
| Partner | Fixed: none. | An agency or partner who needs to be on the team and in the event, without admin access. |
| Service Provider | Fixed: none of the admin permissions — delivers service through chat and work items instead. | AV, IT or logistics crews; see Service providers. |
Can Edit Program Sessions, speakers, tracks, locations and meeting sessions.
Can Manage Attendees Add, edit and bulk-update attendees; attendee types; invitations.
Can Export Attendee Data Download attendee lists as CSV or Excel. Keep it rare — it is the one permission that lets data leave Moostoo.
Can Send Emails Campaigns, announcements and automated emails.
Can Manage Registrations Approve and decline applications.
Can Edit Event Settings Event details, branding, questions and other configuration.
Can View Analytics Dashboards and reports.
Can Manage Exhibitors Companies, booths and booth teams.
Can Manage Integrations Connectors, webhooks and CRM sync.
Can Manage Check-in Kiosks, printers, scanners and check-in settings.
Can Manage Venue Map Floor plans and zones.
Can Manage Financials Tickets, pricing, promo codes and payments.
Can View Communication Oversight Read-only view of team, service and group chats — never private one-to-one chats between attendees.
Can Pre-Arrange Meetings Arrange meetings and send, accept or decline invitations on attendees' behalf.
Where the permission switches are enforced today
The per-event switches apply to team members whose organization role is User. Moostoo checks them today for Can Pre-Arrange Meetings, Can View Communication Oversight, Can Edit Event Settings (for Travel & Accommodation) and for every Ask Moostoo tool. Other admin screens do not yet read these switches: where they restrict anything, they do it by organization role (as listed above), so a switch being off does not by itself keep a User out of, say, the attendee export. Until they do, rely on the organization role (and on inviting outside helpers as event-only volunteers) rather than on a switch being off.
Staff at the door
The attendee app's Staff tools — the entrance and session scanners — are offered to a person only in events where they are staff: an Account Owner or Super User of the event's own organization, or a team member with the Admin, Member or Volunteer role. Partners and Service Providers are not staff, because the scanners show the whole roster. Moostoo checks this for the event being scanned, so a person who runs their own organization cannot scan into yours.
Roles that belong to a booth
Exhibitors are not team members. A company's representatives work from the attendee app's booth area, and the ones you mark as booth admins manage that booth's meetings and page — see Booth teams.
Grant the task, not the title
Before making someone an Admin, check whether a Member with two or three permissions covers what they do. Admin cannot be narrowed later without changing their role.
Read next