Roles matrix: who can do what?
Use this matrix to agree responsibilities and check the access needed. “Organiser” and “speaker manager” are jobs in your team. Omnia checks specific permissions per edition; a job title does not enable them automatically.
How to read the matrix: each column is a separate permission. Yes means that permission allows the task, subject to the final column. No means you cannot do it with that permission alone. One person can combine permissions. The matrix describes edition staff; organisation-wide management rights are a separate layer.
| Task | Selection management | Reviewer | Speaker management | Programme management | Additional condition |
|---|---|---|---|---|---|
| Configure and publish calls | Yes | No | No | No | Publication and the submission window are separate moments. |
| Create review groups, assign reviewers and move submissions | Yes | No | No | No | Selecting staff also needs access to the staff list; you cannot change your own group membership. |
| Save your own review score | No | Yes | No | No | Group membership is also required; not on an own/co-submitted or already decided proposal. |
| Read other reviews | Yes | After own score | No | No | Selection managers with a reviewer seat must also score first; own submissions remain protected. |
| Accept, reserve or reject and release decisions | Yes | No | No | No | An internal decision does not inform the speaker; release is separate. |
| Read the participation-confirmation overview | Yes | No | Yes | No | Released acceptances only; this does not establish that the programme is public. |
| Confirm CFP participation on a speaker’s behalf | No | No | Yes | No | Acceptance must first be released; this does not accept personal terms. |
| Support profiles, profile deadline and practical preparation | No | No | Yes | No | Check each part to see whether the speaker or organisation needs to act. |
| Draft and publish speaker terms | Yes | No | No | No | The speaker manager coordinates content; publication needs selection management. |
| Save and publish the briefing and timeline | No | No | Yes | No | A saved draft is not yet visible as the official briefing. |
| Manage draft sessions, scheduling and programme publication | No | No | No | Yes | CFP release and participation confirmation do not replace publication. |
On a narrow screen, scroll the matrix horizontally. With a keyboard, focus the table region and use the arrow keys to scroll.
Which combination fits our team?
- A speaker manager who only supports preparation: speaker management. They follow up participation, profiles, practical answers and the briefing; a colleague handles selection and sending outcomes.
- A speaker manager who also organises the CFP: speaker management and selection management. To score content themselves, they also need review permission and assignment to the group.
- A reviewer: review permission and assignment to the appropriate groups. Selection management is not needed to give a score.
- A programme planner: programme management. CFP decisions additionally need selection management; being able to publish in Programme does not grant it.
These are examples for dividing work, not automatically created role bundles. Ask the organisation owner to record the appropriate grants; team and access setup explains the next step.
Which permissions are separate from this matrix?
Staff and access management belongs to organisation-wide access management, reserved to the organisation owner in the reference version. Someone can organise an edition without permission to grant access to others. Reading the staff list is also a separate condition when assigning reviewers.
Compensation and expense claims need a separate permission. Speaker management does not automatically expose amounts or internal financial notes.
Edition management, branding, languages, registration, payments and communication have their own access boundaries. The active language set is installation-wide and applies to all editions; coordinate changes with organisation administration. An edition’s branding is distinct from branding for the whole environment.
Which boundaries remain when I combine roles?
You do not review proposals in which you speak or co-speak. Selection permission does not reveal reviews or speaker history for your own submission. In a group you also review, you must score before reading other assessments. Ask an authorised colleague to change your own reviewer seat.
Confirming participation on someone’s behalf does not accept their personal terms or consent to live captions, for example. Even with broad management access, releasing a decision, confirming participation and publishing the programme remain separate actions.