Main flow · 03
Permissions define what a user can do in the system. Roles define what a person is responsible for in the project. Together they turn a large, mixed network into a clear, manageable structure.
03 · People & Roles
People & Roles
Events and other culmination projects are delivered through people working together.
Projects typically involve a large number of individuals from different organizations and with very different responsibilities. Participants may include production teams, subcontractors, customers, partners, authorities, media representatives, volunteers, performers, exhibitors, residents, and other stakeholders.
Sometimes only a simple contact detail is needed, such as the phone number of a taxi service. In other situations, much more detailed information is required regarding drivers, workers, responsible persons, or key partners.
In Sapluna, people management is approached from two perspectives: users and permissions within the system, and roles and responsibilities in practical project execution.
These two perspectives are connected, but they are not the same thing.
Permissions Define What a User Can See
The purpose of user permissions in Sapluna is to define what information a user can access and what actions the user can perform.
The highest permission levels are:
Organization Admin
Organization Admin is Sapluna's highest user role, providing access to both organization-level and project-level functionality.
Project Admin
Project Admin serves as the primary administrator of a project, providing extensive permissions within a project but not access to organization-level administration.
Organization Admin and Project Admin permissions are licensed according to the organization's subscription, and permissions can be reassigned between users within the limits of purchased license seats.
Organization Admins can manage:
Planner Manages the Bigger Picture
Planner is an advanced workspace-level permission, and a Planner user can view and manage all information within a workspace.
For example, an entire event program may be managed in a single workspace, and when a user receives Planner permission for that workspace, they can review and edit information related to all program content.
The Planner role provides visibility across the entire workspace.
Planner permissions are especially suitable for:
Editor Focuses on Assigned Content
Editor is a more restricted permission level, and Editors can access and manage only the content assigned to them.
For example, a program workspace may contain information for multiple performers, and a performer can be granted access only to information related to their own program content without visibility into the information of others.
The same principle applies throughout Sapluna, allowing projects to involve large numbers of external participants without exposing all project information to everyone.
Visitor Brings People to the Information
Visitor is designed for people who do not need access to the project's operational information.
The key principle is to invite people to the information instead of continuously distributing it through emails and separate channels, which keeps information under project control while providing visibility into who has access to it.
Visitor users may:
Visitor is particularly suitable for:
Organizations Can Create Their Own User Types
In addition to Sapluna's standard permission levels, organizations can create their own user types.
This simplifies permission management and supports consistent operations across large projects.
These custom user types can define:
One View for All Project Users
All project users can be viewed from a single interface.
User profiles can also support check-in functionality.
This allows organizations to monitor:
By opening an individual user profile, it is possible to see:
This can be used to document:
Roles Show Who Is Responsible for What
Permissions define what a user can do within the system, while roles define what a person is responsible for within the project. Sapluna allows organizations to create project-specific role structures.
Both Sapluna users and simple contact records can be assigned to roles, and not every person involved in a project needs to be a Sapluna user. This makes it possible to build a complete organizational structure regardless of who actively uses the platform.
The role view functions as both a project phone directory and a responsibility map, providing a clear overview of who is responsible for each area of the project.
For example, a security team may include roles such as:
Roles Automate Permissions and Resources
Roles are much more than job titles.
When a user is assigned to the Security Manager role, all predefined settings can be applied automatically, directly supporting Sapluna's model production philosophy.
Roles can be configured once within a Project Template, after which future projects only require assigning the correct people to the correct roles.
They can include predefined:
For example, the Security Manager role may automatically include:
Import Contacts and Invite People
Contact information can be imported into Sapluna in bulk.
Once contacts exist in the system, invitations can be sent with predefined permissions, allowing all project personnel, partner networks, and contact information to be managed as a single information resource.
For example, CSV files can be used to import:
Project History Becomes Organizational Knowledge
Information collected about users during projects can also be utilized at the organizational level.
This ensures that organizational knowledge is retained even after projects have ended.
When the same person participates in multiple projects, the organization can review:
One User, Multiple Organizations
Many people work in multiple organizations today. A person may work professionally in events, volunteer in a sports organization during their free time, and participate in projects for other communities.
In Sapluna, a user can belong to multiple organizations using a single account, and when signing in, the user selects which organization they are representing.
This makes it possible to separate professional work, volunteer activities, and projects belonging to different organizations while using a single identity. The feature is particularly valuable for freelancers, consultants, and professionals working across multiple organizations.
Based on that selection, Sapluna determines:
People Are the Most Important Resource in Any Project
Projects are not delivered by systems, plans, or schedules — they are delivered by people working together.
The purpose of Sapluna's people and role model is to ensure that the right people are assigned to the right responsibilities with access to the exact information, resources, and tools they need to succeed.
When permissions, roles, responsibilities, resources, and contact information are connected into one system, project management becomes easier, collaboration improves, and project execution becomes significantly more predictable.
Other steps
01 · Organization Level
02 · Project Playbook
04 · Processing Data
05 · Live Operations
06 · Post Production
