Overview An open event is organised by a specified event secretary on behalf of an organisation (affiliated "club" or sometimes a district).
In the legacy system, the relationship between an event and the organising club or district was not recorded, and organiser details could be edited without retaining the original event secretary's information. This led to inconsistencies and challenges in managing organiser roles and access.
New Approach In the new system, a user account can hold multiple organiser profiles, each containing contact and bank details for organising events. When creating an event, the system associates the event secretary's user account with the event, pulling in their name and organiser profile details. For event secretaries without an organiser profile, one will be created using the entered details. For the 2025 season, new event secretaries must have a legacy website user account, and their first event will generate their organiser profile.
Admin Access Users granted the Organiser role in the legacy system will retain this role in the new platform, allowing them to access the admin panel and manage events where they are the event secretary. Additional users requiring access will need to be granted the Organiser role and granted permissions for the specific event. District officials will automatically have access to all open events in their district. Only the event secretary or a global admin can view or update bank account details.
Additional Information
510 organiser accounts were used for open events in the 2024 season, with 561 distinct users managing these events. A matching process ensured accurate alignment of organiser accounts with user accounts based on email and name. Many of the total 1720 users with the Organiser role in the legacy system have not organised events in years; the new platform will initially grant access to all but will implement a data retention policy to remove outdated access.
For the very rare instance of users needing multiple organiser profiles – for example if a single user organises on behalf of multiple clubs – creating additional user accounts is the workaround.