facilitators viewing registration responses

Question

We have co-facilitators for our instructional events who are not staff. We want them to be able to view the complete registration profile responses (i.e. 'registration info') prior to their event in order to know how many and who are registered, plan the event content based on registration responses, etc. There may be several events concurrently registering, with different facilitators.

We have created the custom fields and registration profiles and a report that shows responses, and that is working well. Just not sure how to have others view it. Event registration includes some questions common to all events (contact-level), and some custom fields that are event-specific (i.e. participant, not contact, level- such as previous experience with the topic, contexts in which they use the topic, familiarity with the content, etc.)

What's the best way to do this? I am a non-developer user and we don't have IT staff.

Ideas for how to do this include: a) creating a 'facilitator' role (Drupal 7), which would include permissions to view only the report that contains that event's registration info. Not sure how to do this, might require ACL's?

b) customizing the participant listing to include event-specific registration responses, and sending the link to that. Not sure how to do this, but can look into it if this is the way to go.

c) ?is there a way to get a checksum or profile link that would say ‘here’s our registration’ with an expiration date

Thanks!

Answer 1

The simplest non-IT solution is to create a participant report in CiviCRM with the information you need and then under Actions, Export it and email it to them.

The next option would be to do as you described with Drupal Roles and ACLs. The down side is the learning curve for them to learn to filter and sort the Civi Reports to get the data they need. In the ACL settings you will probably need to give them access to everything that Donors have access to plus: CiviCRM view all contacts, CiviCRM view all activities, CiviCRM access backend and API, CiviCRM access CiviEvents, (depending on the level of access you want you can give the edit events), CiviCRM acess Report criteria (so they can change the filter/sort/group)

The third easiest would be to use CiviCRM WebForm Integration module Create your event registration form with Webform. You will then have several easy options to get them the registrations. a) You can give the "Facilitators" access to the Webform Submissions, b) you can set the submission emails so that a copy of the registration is sent to them when it is submitted, c) you can schedule a regular submission results (weekly, monthly) to be emailed to them, d) you can download the results and email it to them.

Another way is to create Drupal View page with this information on it. You can create a Drupal Role of "Facilitator" and restrict access to the page to Admin & Facilitator. This option would give you a url that they can access to see and sort the data as they need.