Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Planning/EventTeamMembers.htm

## Adding Event Team Members to Events

Event organizers can add other users or groups as event team members, enhancing collaboration between various roles in the events management process. Each event has its own list of team members, which can include both Vault CRM users and external users. External users cannot view the event or its details in the system, but their role on the team and contact information can be documented for reference.

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Custom Event Team Member Roles](#Creating)
* End Users - Browser, iPad
* [Entering Event Team Members](#Entering)
* [Record Sharing with Event Team Members](#Record)
* Users require an Events Management License

### Configuring Event Team Members for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)All Users](#)

To configure this feature, ensure [Configuring Events Management](../Configuration/Config.htm) is complete.

### Creating Custom Event Team Member Roles as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#)

Business Admin Users can add custom values to the role\_\_v picklist on the em\_event\_team\_member\_\_v object. This enables greater customization on the types of team members to add to events, as well as the level of access associated with them.

After creating a custom value on the role\_\_v picklists, the following additional steps must be performed to ensure the new role is correctly incorporated in the Events Management process:

1. Navigate to **Admin > Users & Groups > Application Roles** and select Create.
2. Populate the Label field with an identical API name as the new role\_\_v picklist value. For example, if the picklist value has an API name of trainee\_\_c, the Application Role's API name must be trainee\_\_c.
3. Select **Save**.
4. Navigate to **Admin > Configuration > Object Lifecycles > Event Lifecycle**.
5. Select **+** in the Roles related list.
6. Select the appropriate roles.

   ![](../../../Resources/Images/Events/Planning/ETMRoles.png)
7. Select **OK**.
8. Select **Edit**.
9. Define the appropriate permissions for the new role for each lifecycle state.
10. Select **Save**.

### Entering Event Team Members as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

Browser
iPad

To add Event Team Members on the Browser:

1. Navigate to the Event Team Members related list of the appropriate event.
2. Select the **New** button.
3. Select the appropriate object type.
4. Select **Continue**.
5. Populate the **team\_member\_type\_\_v** field. The value of this field determines the other fields that display on the Create Event Team Member modal. Available values are:

   * user\_\_v
   * group\_\_v
   * write\_in\_\_v
6. Populate the following additional fields based on the selected value for the team\_member\_type\_\_v field:

   * user\_\_v – Populate the following fields:
   * team\_member\_\_v
   * group\_\_v – Populate the following fields:
   * group\_name\_\_v
   * write\_in\_\_v – Populate the following fields:
   * first\_name\_\_v
   * last\_name\_\_v
7. Populate the **role\_\_v** field regardless of the selected team member type.

   If a user is a member of multiple groups added as team members to an event, the role of the user is determined by the most recent team member record. If a user is individually added as a team member on an event, the assigned role takes precedence over roles given to the user via a group.
8. Select either **Save** or **Save + Create**.

To add Event Team Members on the iPad:

1. Navigate to the Event Team Members related list of the appropriate event.
2. Select the **+** button.
3. Select the appropriate object type.
4. Populate the **team\_member\_type\_\_v** field. The value of this field determines the other fields that display on the Create Event Team Member modal. Available values are:

   * user\_\_v
   * group\_\_v
   * write\_in\_\_v
5. Populate the following additional fields based on the selected value for the team\_member\_type\_\_v field:

   * user\_\_v – Populate the following fields:
   * team\_member\_\_v
   * group\_\_v – Populate the following fields:
   * group\_name\_\_v
   * write\_in\_\_v – Populate the following fields:
   * first\_name\_\_v
   * last\_name\_\_v
6. Populate the **role\_\_v** field regardless of the selected team member type.

   If a user is a member of multiple groups added as team members to an event, the role of the user is determined by the most recent team member record. If a user is individually added as a team member on an event, the assigned role takes precedence over roles given to the user via a group.
7. Select either **Save** or **Save & New**.

Event Team Members are also created automatically in the following scenarios:

* When the event is created, the user creating the event is added as an Event Team Member with the default role
* When an event is submitted for approval, the approver is added as an Event Team Member with a role of approver\_\_v

### Record Sharing with Event Team Members as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

When Event Team Members are added to an event, the em\_event\_\_v, and by extension all of the records related to the em\_event\_\_v record, automatically share with the team member. Shared records still respect the added team member's object and field permissions.

For example, if a user added as an event team member has only Read permission to the em\_event\_budget\_\_v object, that user cannot edit em\_event\_budget\_\_v records related to the event. This also applies to visibility of fields on layouts.

#### Dynamic Access Control for Event Team Members

[Dynamic Access Control](https://platform.veevavault.help/en/gr/33946/) (DAC) is an access control model in the Vault platform that provides record-level security. Enabling DAC on an object automates the assignment of users to the record’s Viewer, Editor, and Owner roles via [Matching Sharing Rules](https://platform.veevavault.help/en/lr/36122/), or customer-defined [Custom Sharing Rules](https://platform.veevavault.help/en/gr/25494/).

When Event Team Members are added to an event, they are granted visibility to the following records related to the event, even if DAC is enabled on those objects and the associated sharing rules would not normally grant record visibility to the user:

* em\_attendee\_\_v
* em\_event\_speaker\_\_v
* expense\_header\_\_v
* em\_event\_session\_\_v
* em\_event\_session\_attendee\_\_v
* em\_event\_material\_\_v
* em\_expense\_estimate\_\_v
* em\_event\_budget\_\_v
* em\_event\_history\_\_v

This ensures users always have sufficient rights to work on an event when added to the team.

This behavior only applies when related objects are already DAC enabled. If DAC is enabled for a supported object after Event Team Members have already been added to an event, record visibility is driven solely by the DAC-defined sharing rules.

### Related Topics

[Creating an Event](CreatingEvents.htm)

[Using the Events Tab](EventsTab.htm)