Administrator, Coordinator, and Facilitator Roles

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 in reality, 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:

• Activates the module and assigns permissions
• Configures master data such as venues, categories, and people groups
• Creates and manages events in the system
• Controls bookings, approvals, and workflows
• Captures attendance, completion status, and costs
• Maintains 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:

• Organises event details, including the schedule, venue, and setup
• Oversees arrangements before and during the event
• Ensures 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:

• Leads the session or training
• Guides discussions and activities
• Keeps the session on track
• Ensures 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.