Introduction
Managing attendees' permissions and access to different parts of an event can sometimes be time-consuming. With the Actions module, you can fully automate the process of assigning and revoking roles, responding to attendee behavior in real time. It's a powerful tool that allows you to accurately segment and personalize the experience at your event.
From this article you will learn:
How to automatically give a role to a participant after he/she performs a certain action?
How do you revoke a role when it is no longer needed?
What are some practical examples of using automated role management?
How to combine role change with other modules, such as Gamification or Agenda?
What are roles and why is it important to manage them?
Roles in Gridaly act like keys that give attendees access to specific content, features or zones at an event. You can create a "VIP" role that allows entry to an exclusive Q&A session, or a "Speaker" role that gives you privileges to manage chat during your talk.
Manually assigning roles with a large number of participants is inefficient. Automating this process with Actions saves time and eliminates the risk of confusion.
🎓 Hint: This article assumes that you already know the basics of how the Actions module works. If not, start by reading our introduction: An Introduction to Automation in Gridaly.
Step 1: Automatically assign a role
An action like Assign Role allows you to automatically assign a selected role to a participant who meets certain conditions.
How to configure it?
In the admin panel, in the left menu, go to Settings → Actions.
Click + Add action.
In the Action Type field, select Assign Role from the list .
In the new Role to assign field, indicate the role you want the system to assign (e.g. VIP).
Select the Trigger, which is the event that will trigger the action.
Practical example:
You want everyone who signs up for your workshops through the form to automatically receive the role "Workshop Attendant," giving access to dedicated materials.
Action name: Assigning a role - Workshop participant.
Action type: Assign role
Role to be assigned: Workshop participant
Trigger: Manual
Trigger Settings: Check the Form option and select the appropriate workshop enrollment form.
With this configuration, anyone who fills out the indicated form will immediately receive a new role.
Step 2: Automatically revoke the role
Similarly, the Take Back Role action is used to automatically remove a role when it is no longer relevant. This is ideal for organizing permissions after a specific part of an event is over.
How to configure it.
Create a new action by going to Settings → Actions.
As the Action Type, select Take away role.
In the Role to be taken away field, indicate the role you want to remove (e.g., Speaker).
Configure the Trigger and optional Conditions for performing the action.
Practical example:
You want the "Sponsor" role to be automatically taken away from an attendee when he or she leaves a dedicated trade show booth.
Action name: Take back the role - Sponsor.
Action type: Pick up the role
Role to pick up: Sponsor
Trigger: the participant has left the EXPO area
Conditions for performing the action: In the EXPO Zone field, select the sponsor's booth. You can also add a condition on the role so that the action only affects people who actually had the Sponsor role.
💡 Tip: Use conditions to specify precisely who you want the action to work on. You can read more about this in the article: How do terms and conditions work in Shares?
FAQ
Can I assign or remove multiple roles in a single action?
Can I assign or remove multiple roles in a single action?
No, one action can only manage one role. If you want to grant or revoke several roles at the same time (for example, after registration), you need to create a separate action for each role.
What happens if the participant already has the role that the action is trying to assign to them?
What happens if the participant already has the role that the action is trying to assign to them?
Nothing. The system doesn't create duplicates - if a participant already has a role, the action simply won't have any visible effect.
Will deleting the action remove the roles that have already been assigned by it?
Will deleting the action remove the roles that have already been assigned by it?
No. Deleting an action only stops its future actions. Any roles assigned before deleting the action will remain assigned to participants. To remove them, you must use the Unassign Role action or do it manually.
Can I use the same role in a condition and in an action type?
Can I use the same role in a condition and in an action type?
Yes. For example, you can create an action that takes away the role Participant , but only for people who have this role. This prevents you from accidentally launching the action on the wrong group.