Knowledge Base

A Division lets your team work in several VBO promoter accounts with one user login. VBO staff set up the Division and connect the promoter accounts. An authorized person on your team can then create Division users, choose which promoters each person can open, and set their permissions.

You work in one promoter at a time. Events, orders, customers, and reports belong to the promoter currently open.

Before you begin

• VBO staff must have created your Division and connected its promoter accounts.
  
• You need a Division user login with the Users permission to manage Division users.
  
• Use the web Event Manager in a browser and sign in with your Division username and password. This workflow uses legacy web Event Manager; Division switching is not available through SSO or the mobile app.
  

If you cannot reach the Division or Setup > Organization > Users, contact the person who manages your Division or VBO Support.

1. Open the Division's user list

1. Sign in with your Division user credentials.
   
2. If a welcome screen appears, open Division > Promoters in the left menu to view your assigned accounts.
   
3. Before loading a promoter, check that the Division name is shown and open Setup > Organization > Users.
   

If you have already opened a promoter, sign out and sign back in to return to the Division, then open Setup > Organization > Users before selecting a promoter.

2. Create a Division user

1. From the Division's Users page, add a Standard User.
   
2. Enter the person's full name, email, username, and any other required fields. Use a username of at least eight characters that is not already used in VBO.
   
3. Click Add User. VBO sends an email with instructions for creating the user's password.
   
4. Assign their Promoter Access and permissions using the next two sections.
   

Check the account name before adding anyone. A user created while a promoter is open belongs only to that promoter. They do not receive Division access.

3. Choose which promoters the user can open

1. On the Division's Users page, open the user's gear menu.
   
2. Select Edit Promoter Access.
   
3. Check each promoter the person should be able to open.
   
4. Click Save or Save+Close.
   

Only Active promoters connected to your Division are available. If no promoters are checked, the user will have an empty promoter list after signing in. Contact you VBO Account Rep if an promoter account needs to be added to the division account. 

To change access later, return to this same screen, update the checked promoters, and save. Review the full selection before saving because it becomes the user's current access list.

4. Set what the user can do

1. Open the same user's gear menu and select Edit Permissions.
   
2. Enable the features they need, such as Events, Box Office, Orders, Reports, or CRM, or assign an appropriate user group configured on the Division.
   
3. Save.
   

Promoter Access and permissions work together. Promoter Access determines which accounts the user can open. Permissions determine what they can do there. Give the user the specific permissions they need rather than relying only on an administrator setting.

The same permissions apply in every assigned promoter. For example, a user with Reports permission and access to Athletics and Theatre can use reports in both. Each report still contains data only for the promoter currently open.

A Division user cannot have one permission set for Athletics and a different set for Theatre. If someone needs a separate role in one promoter, ask your administrator about creating a separate local user with a different username.

5. Open and switch promoter accounts

1. Sign in with your Division username and password.
   
2. On the Division's promoter list, click a promoter name or Load Account.
   
3. Check the organization name in the top bar before working with events, orders, customers, or reports.
   
4. To switch, click the organization name, search if needed, and choose another assigned promoter.
   

The switcher lists Active promoters assigned to you. To return to the Division's user-management area, sign out and sign back in, then go to Setup > Organization > Users before loading a promoter.

Division users versus promoter users

Users created on the Division can receive access to several connected promoters. Users created inside an individual promoter belong only to that promoter. A Division user with Users permission may be able to create either kind, depending on which account is open.

Always confirm the account name before adding a user or changing permissions. To manage a Division user's promoter assignments, return to the Division itself.

What stays separate?

Each promoter keeps its own events, orders, customers, user list, payment settings, and reports. Switching accounts changes the data you are working with. A Division does not provide a combined customer list, order list, or Division-wide report.

Troubleshooting