Who can see what

Upfayre is shared by your committee, the people running each event and the parents who help. Each of them sees what their part needs, and no more. This page sets out exactly what that is, so you can answer a parent who asks, and decide who to give which job.

The people

Your committee: the people your PTA has made committee members. They see everything about your PTA in Upfayre.
An event's admins: the people running one event. Whoever creates an event is its first admin, and they can make others admins.
An event's team: everyone else who has joined that event to help plan it.
Members: parents and others who have joined your PTA on Upfayre, but aren't on that event's team.
Helpers without an account: people who signed up from a rota link, or whom you added yourself, such as grandparents and neighbours.
Everyone else: people buying tickets from your shop, and anyone you send a rota link to.

At a glance

That an event is happening, its date, place and description: your whole PTA
How many tickets have sold, and what an event raised: your whole PTA
An event's tasks, chat and files: committee, event admins and event team
Who's on the rota: committee, event admins and event team
An event's costs and receipts: committee, event admins and event team
Team members' email addresses: committee and event admins
Ticket orders: who bought, their email address, what they paid: committee and event admins
Answers to ticket questions, such as a child's name or an allergy: committee and event admins
The check-in list and the door scanner: committee and event admins
Feedback comments about the event: committee and event admins
Members' names: your whole PTA
Members' email addresses: committee and event admins (when inviting)
Your shop's sales, payments and plan: committee

What	Committee	Event admins	Event team	Members
That an event is happening, its date, place and description	Yes	Yes	Yes	Yes
How many tickets have sold, and what an event raised	Yes	Yes	Yes	Yes
An event's tasks, chat and files	Yes	Yes	Yes	No
Who's on the rota	Yes	Yes	Yes	No
An event's costs and receipts	Yes	Yes	Yes	No
Team members' email addresses	Yes	Yes	No	No
Ticket orders: who bought, their email address, what they paid	Yes	Yes	No	No
Answers to ticket questions, such as a child's name or an allergy	Yes	Yes	No	No
The check-in list and the door scanner	Yes	Yes	No	No
Feedback comments about the event	Yes	Yes	No	No
Members' names	Yes	Yes	Yes	Yes
Members' email addresses	Yes	When inviting	No	No
Your shop's sales, payments and plan	Yes	No	No	No

"Event admins" and "Event team" mean that event's admins and team. Being on one event's team shows you nothing more about any other event. Anyone who has an event's rota link can see who's signed up to it, whatever their role (see Rota links).

Ticket buyers and their answers

When someone buys a ticket, your committee and that event's admins can see their order: their name, email address, what they bought and what they paid. If a ticket asks questions, such as a child's name, a meal choice or an allergy, the same people can see the answers, on the check-in list and in the responses report.

Nobody else on the event's team can see any of it. Members see only how many tickets have sold.

Only ask what you need on the night. An allergy is health information, so treat it with the same care as anything else about a child.

Someone who only helps with the rota

Add them to the event's team as a member, not an admin. They can sign up for slots, see the rota and join in with the tasks and chat. They can't see ticket buyers, ticket answers or anyone's email address.

Building the rota itself, adding the jobs and shifts, takes an event admin, and an event admin can see that event's ticket buyers. If that's more than you'd like a rota organiser to see, have someone on your committee set the rota up and share the link. Parents who only sign up from the link need no account at all.

Keeping information about children safe

Everyone on an event's team can open its files and read its chat. Before you upload a class list, a medical note or anything else about a child, check that everyone on that team should see it. If they shouldn't, keep it out of the event: your committee can keep it in your PTA's Documents, uploaded as Committee only.

The same goes for photos of children in the event chat.

What people see about each other

In chat, tasks and the rota, people see each other's names and profile pictures. Never email addresses or phone numbers.
Email addresses are seen only by your committee, and by event admins: for the people on their event's team, and when they look someone up to invite them.
Phone numbers are seen only by your committee and event admins, and only for helpers without an account who gave one.

Rota links and ticket links

A rota link is meant to be shared, so anyone who has it can see the rota and the names of the people who've signed up. Anyone signing up from the link can tick a box to show as "Volunteer" instead of their name. Nobody's email address or phone number is ever shown there.
A ticket buyer's own link, in their confirmation email, shows their tickets and their answers. Tell buyers to keep it to themselves, as they would a printed ticket.

When someone steps down or leaves

Take someone off an event's team and they lose its tasks, chat, files and rota straight away. Taking away their admin role does the same for ticket buyers and answers.
Remove someone from your PTA and they're taken off all of its event teams and groups too.
When committee members change over, check who's on the committee and who is an admin on each event, so access matches who's doing the job now.

Upfayre's own staff

We look at your PTA's information only when you ask us for help, or to fix a fault. When we do, we sign in as the account concerned, and every such visit is recorded. Our privacy policy has the details.

Questions

If a parent asks you something this page doesn't answer, or you'd like to change who can see something, email [email protected].