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Administrator, Coordinator, and Facilitator Roles

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In the Event Scheduling module, the roles of Event Administrator, Coordinator, and Facilitator operate at different levels of responsibility, but they work together to ensure that events are successfully planned, delivered, and recorded.

In practical terms:

  • The Event Administrator ensures the event exists and is properly managed in the system,
  • The Coordinator ensures it is properly organised, and
  • The Facilitator ensures it delivers value to attendees.

Let us look at some key differences in their roles.

Event Administrator

The Event Administrator operates at a system and governance level. This role is responsible for configuring and managing the module itself, rather than running the event on the ground.

The Event Administrator is responsible for the following:

  • Activating the module and assigning permissions
  • Configuring master data such as venues, categories, and people groups
  • Creating and managing events in the system
  • Controlling bookings, approvals, and workflows
  • Capturing attendance, completion status, and costs
  • Maintaining records for reporting, compliance, and audits

Coordinator

The Coordinator operates at both the planning and operational levels. This role focuses on making sure the event is properly arranged and runs smoothly from a logistical perspective.

The Coordinator plays an important role in the following tasks:

  • Organising event details, including the schedule, venue, and setup
  • Overseeing arrangements before and during the event
  • Ensuring everything is in place for the session to run smoothly
  • May view reports or historical data only if they have been given access to the Report Builder module.

Facilitator

The Facilitator operates at a delivery and interaction level. This role is responsible for running the session and engaging with attendees.

Facilitators are responsible for the following:

  • Leading the session or training
  • Guiding discussions and activities
  • Keeping the session on track
  • Ensuring learning or event objectives are achieved

To see how these roles integrate into the Event Scheduling module, please read the section explaining How Event Scheduling Works.

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