Team Management
Organizer Guide
3 min read
Help articles may not be fully accurate — they can lag behind the app due to frequent updates and automated translation. If in doubt, please contact support.
On this page
Invite people to help run your events without handing out your own login. Team access is one of three layers that shape who can do what on your account — see the table below before you dive in.
The three layers of access
| Layer | Where it lives | Grants | How wide it reaches | How it changes |
|---|---|---|---|---|
| Platform role | users.role | Broad, fixed capability sets (organizer, vendor, sponsor, staff, venue owner, attendee...) | Everywhere on the platform | Switched from the role menu in the topbar, if the account holds more than one, or granted via an “apply for access” request |
| Event sub-role | a row in organizer_team_members | One of five fixed jobs: Venue Manager, Box Office Agent, Marketing Manager, Finance Manager, Staff/Volunteer | Every event run by whichever organizer sent the invite — not just one event | Set here, on Team Settings, when you invite or edit a member |
| Custom role | a row in custom_roles, attached to a team member | Whatever permission list you build yourself | Same reach as the sub-role it is attached to | Built on the Custom Roles screen, then picked from the same role dropdown when inviting or editing a member |
A custom role, once set on a member, entirely replaces what their sub-role would otherwise grant — the sub-role field is still stored (it is what they fall back to if the custom role is later deleted), but it stops being what decides their access.
What you can do here
- Invite — name, email, a sub-role, and optionally one of your custom roles. Sends an emailed invite link.
- Change role — for an active member, change their sub-role and/or custom role inline and save.
- Resend — only available while a member is still pending; issues a new link and a new 7-day expiry.
- Remove — revokes access immediately, whether the member is pending or active.
How invites work
- You invite by email; the invite link is valid for 7 days.
- If the recipient has no EventMann account yet, accepting the link creates one for them (as an ordinary attendee account) and sets a password.
- If they already have an account under that email, they must already be logged in as themselves to accept — a forwarded invite link can't be used to take over someone else's existing account.
- Box Office and Staff/Volunteer members are sent straight to the Scanner app after accepting, since check-in and door sales happen there, not on the website. Everyone else lands on their profile page.
Good to know
- A membership is granted per organizer, not per event — one invite gives someone the same sub-role across every event you run, present and future.
- Accepting an invite does not change the person's platform role. A box office agent's
users.rolestays “attendee” — their work surface is My Work, reachable from the topbar role menu as a jump-to link rather than a role switch, since switching would cost them their attendee access. - Wondering exactly what a role or a member can do? The Permissions screen (a tab next to Team and Custom Roles) shows every member against every permission in one grid, and can filter down to just “who can do X.”
Troubleshooting
- Invite email never arrived — use Resend rather than re-inviting from scratch; double-check the address first, since a typo just silently goes nowhere.
- Resend button is missing — it only shows for members still in Pending status; once someone accepts, there is nothing left to resend.
- A member says they can't do something I assigned them to do — check whether they have a custom role attached; if so, it overrides the sub-role entirely, and the sub-role's usual permissions no longer apply.