Users

Every user in Tixly is unique and can have their own dedicated access rights. In this article we will go through different access rights along with the most common use cases.

Add user

Information

To add a new user, navigate to Administration > Users > Users and click Add user in the top right corner. Or copy an existing user by clicking Actions > Copy user. The new user will get the exact same access rights and settings as the original one. 

1. Name

   1. Name of the user.

2. Email

   1. Email address that the user uses to log in to Box Office. When using MFA this is also where the code will be sent if the text is not working. Apart from that the email address does not have to be an existing one. 

3. Password

   1. Fill out a temporary password when first creating a user or when a Box Office user has forgotten their password. 

4. User Type

   1. Select the user type of the user.

5. Group (User access)

   1. Connect the user to a group and have access rights auto applied.

6. Language

   1. Select the default language of the user.

7. Default dashboard

   1. The dashboard that is automatically opened when the user logs in. Make sure the user has access to the default dashboard under the Access Rights tab.

8. Change password on login

   1. If set to yes, the user will be prompted to change their password upon first login.

9. RequireMFA

   1. Multi-factor Authentication requires the user to verify their account via a code that's sent via text or email.

10. Active

    1. Set if the user is active or not. If set to no, the user won't be able to log in to Box Office any longer.

Access rights

Under the access rights tab you can specify which modules, reports and dashboards the user should have access to. Access can be controlled on the lowest level. 

Functions

1. View customer

   1. Define if the user should be allowed to view customer information. When set to No, it is not possible to use shortcuts for customer search, reserved and sold orders are not clickable in the seat map, order number is not clickable in the customer report, etc.

2. Sell 

   1. Define if the user should be allowed to sell and reserve the different items.

3. Renew memberships

   1. Define if the user should be allowed to manually renew memberships.

4. Show clock

   1. If set to yes, a clock is shown in the top right corner in Box Office. This clock will show the local time of the box office.

5. Change gift card price

   1. If set to yes, the user can freely change the price of a reserved gift card. This is connected to a setting that makes it possible to sell a gift card for less than the value of the gift card.

6. Change price

   1. If set to yes, the user can freely change the price of reserved tickets.

7. Change sale

   1. If set to yes, the user is allowed to split a sold order, move tickets in a sold order and change the print price on sold tickets.

8. Allocate seats

   1. If set to yes, the user is allowed to add and remove allocations from events.

9. Edit hall

   1. If set to yes, the user is allowed to remove seats, change entrances, create seat notices, change price zones and change capacity on unnumbered events.

10. Can edit cashier

    1. If set to yes, the user can change the payment method of orders up until X number of days after the sale. Contact Tixly Support to set or adjust the number of days.

11. Change ticket after event

    1. If set to yes, the user is allowed to make changes to past event orders. (If an event has the status Cancelled, users are allowed to delete tickets despite this setting).

12. Access outside sale dates

    1. On event date level a Box office sale period can be set. Define if the user should be able to access the event dates outside those set dates.

13. Can use cashier filters

    1. If set to yes, the user is allowed to pull a cashier report for all users and online sales. If set to no, the user can only pull a cashier report of their own sales.

14. Can see private property

    1. If set to yes, the user can see and allocate private property seats.

15. Gift card

    1. Select which gift cards the user should have access to.

16. Payment Types - User Restricted

    1. Select which restricted payment types the user should have access to.
       To add payment types to the restricted list, please read Payment Types.

Event Access Rights

1. Event Access

   1. Select if the user should have access to:
      • All events:  The user has access to all events. If the workgroup has multiple organisations, all events only refers to all events of the organisation the user has access to.
      • Specific events: The user needs to be added to each event it should have access to under the Access tab in an event, see Create Events for more info.

2. View Mode

   1. Select which view mode the user should have:
      • Full access: Can open sales view.
      • Promoter access with no sale access: Can't open sales view.
      • Product access: Can only sell products.

3. Disallow editing shared events

   1. If set to yes, the user will not be able to edit events of other organisations they have been given access to.
      Only an available setting in workgroups with multiple organisations. 

4. Events

   1. In the case of a specific events user a list of event dates the user has access to appears. From this view the access can be revoked by either clicking on actions behind the event date that needs to be revoked, or in bulk by ticking the boxes in front of all events and then pressing revoke user access. 

Auto Report

Under the tab Auto Report reports can be scheduled to be sent out to the user. The 2 available reports that can be scheduled are for events and products. 

1. Type

   1. Choose if it should be an events or products report.

2. Template

   1. Select the email template that should be sent.
      Can be edited in the Layouts module. 

3. Use event filter

   1. By default only the events the user has access to will be included in the report. If they only want to receive the report for a specific event(group) the event filter can be used to select which events should be included in the report. 

4. Time

   1. Define at what time the report has to be sent.

5. Day

   1. Define on which days the report has to be sent.

Auto reports can be edited or removed at any time.

When a user was created by another organisation it is not possible to add an auto report for the user. Reach out to your local support for advise. 

Organisations

Only used and available when a workgroup contains multiple organisations, and only available for users who have the primary organisation as their default organisation.

Select which organisations the user should have access to. If the user has access to the primary organisation, the user automatically has access to all events of the other organisations. 

When a workgroup contains multiple organisations, a default organisation must be set for the user. Anything the user sells in Box Office will be registered on the organisation that is set as the default. If the user is allowed to sell for multiple organisations, then the sales will always be registered on the default organisation.

Bulk edit user

By ticking the check boxes to the left in the user module list and clicking Bulk edit it is possible to change settings on multiple users at the same time. 

Copy user

It is possible to create a new user by copying an existing one. Preferably used when creating a new user of the same type. E.g. a person working in the box office.

User groups

User groups make it possible to manage access rights for multiple users at the same time. To add or edit user groups navigate to Administration > Users > User Groups. 

An unlimited number of user groups can be created for different roles within the organisation, such as box office staff, management, marketing, finance, etc. When creating or editing a user group the tabs Access rights and Permissions are available, these tabs include the same access right options as explained above. The users tab shows all users that are connected to the user group. 

 When you select a user group whilst creating a user, the settings of the selected group will be applied to the user. It is possible to override the settings of the user afterwards, even when they are part of a user group. When connecting a user group to an existing user a pop-up appears, asking whether the current access rights may be overwritten by the default access rights of the selected group. To reset the group settings for a user, the user has to be disconnected from the group. The same or another group can then be added to the user again. After saving, the group settings apply to the user.

 It is possible to add users to a user group in bulk. The warning message that appears gives the opportunity to choose whether to keep the default settings or not.

User access report

There is a report called User Access which shows the main properties of all users and, when exported to Excel, shows all the access settings per user. This report can be found via Reporting > User Access. 

Suggested user types

Administrator

1. Type

   1. Administrator

2. Default dashboard

   1. Sales

3. Access Rights

   1. Dashboards

      1. Everything

   2. Reporting

      1. Everything

4. Administration

   1. Everything

5. Permissions/Functions

   1. Everything

6. Event Access Rights

   1. Event Access

      1. All events

   2. View Mode

      1. Full access

Ticket sales

1. Type

   1. Sales

2. Default dashboard

   1. Sales

3. Access Rights

   1. Dashboards

      1. Sales

   2. Reporting

      1. Daily Settlements > Cashier Report
      2. Customers > Sales

   3. Administration

      1. Customers > Customers
      2. Customers > Merge Customers
      3. Customers > Webusers

4. Permissions/Functions

   1. Sales

      1. View customer
      2. Sell tickets / gift cards / products/ subscriptions / donations / memberships
      3. Renew memberships

   2. Functions 

      1. Show clock
      2. Change price
      3. Change sale

   3. Report

      1. Nothing

   4. Gift card

      1. Move the required gift cards to the right

   5. Payment Types 

      1. Move the required payment types to the right

5. Event Access Rights

   1. Event Access

      1. All events

   2. View Mode

      1. Full access

External promoter

1. Type

   1. Promoter

2. Default dashboard

   1. Promoter Dashboard

3. Access Rights

   1. Dashboards

      1. Promoter Dashboard

   2. Reporting

      1. Nothing

   3. Administration

      1. Nothing

4. Permissions/Functions

   1. Nothing

5. Event Access Rights

   1. Event Access

      1. Specific events

   2. View Mode

      1. Promoter access with no sale access

Finance

1. Type

   1. Reporting

2. Default dashboard

   1. Promoter Dashboard

3. Access Rights

   1. Dashboards

      1. Sales
      2. Daily Overview 
      3. Promoter Dashboard

   2. Reporting

      1. Everything

   3. Administration

      1. Nothing

4. Permissions/Functions

   1. Sales

      1. View customer

   2. Functions

      1. Nothing

   3. Report

      1. Can use cashier filters

   4. Gift card

      1. Move the required gift cards to the right

   5. Payment Types

      1. Move the required payment types to the right

5. Event Access Rights

   1. Event Access

      1. All events

   2. View Mode

      1. Full access

Marketing

1. Type

   1. Reporting

2. Default dashboard

   1. Promoter Dashboard

3. Access Rights

   1. Dashboards

      1. Sales
      2. Daily Overview
      3. Promotor Dashboard

   2. Reporting

      1. Daily sales
      2. Customers 
      3. Geographic
      4. Subscriptions
      5. Product sales
      6. Permissions
      7. Memberships
      8. Donations
      9. Special offer

   3. Administration

      1. Customers > Segmentations
      2. Customers > Tags
      3. Events > Special Offer
      4. Layouts
      5. Permissions

4. Permissions/Functions

   1. Sales

      1. View customer

   2. Functions

      1. Nothing

   3. Report

      1. Nothing

   4. Gift card

      1. Nothing

   5. Payment Types

      1. Nothing

5. Event Access Rights

   1. Event Access

      1. All events

   2. View Mode

      1. Full access

Scan

1. Type

   1. Reporting

2. Default dashboard

   1. Scan

3. Access Rights

   1. Dashboards

      1. Scan

   2. Reporting

      1. Nothing

   3. Administration    

      1. Nothing

4. Permissions/Functions

   1. Nothing

5. Event Access Rights

   1. Event Access

      1. All events

   2. View Mode

      1. Full access

Already existing user

When one of the other Tixly users in the country has already created a user with the same email address, the following error may occur. 

It is not possible to add a new user as usually is done. However, it is still possible to add the user as an external user under the access rights tab of events the user should have access to. 

Enter the full email address to add the external user. The user will be able to log in using the account created by the other theatre and will see all events that the person has access to in all theatres.

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