PLEASE NOTE: Only event team members with the Event Admin or Event Owner security role are able to invite new event administrators into an event. For more details, refer to the Access and Security section.
One of the first things you'll want to do when you create your new event is to invite your event team to help you set it up.
Who should I invite?
Typically, you would only invite your core event organizing team. These are the people that help you make your event happen successfully.
You'll likely have different folks on your organizing team that handle various operational aspects of your event. For example, you may have a Registrar that handles registrations, a Volunteer Coordinator that manages volunteer job assignments, or a treasurer that helps manage your budget & finances. These are the types of people you want to invite to help you administer your event using ClearEvent.
Invited team members will be allowed to use features found in the Event Manager App to plan & run your event.
You can control which sections of the Event Manager App team members can see. You'll typically want to make sure that you only invite people on your core organizing team.
How to invite new team members
Go to the Event Manager App > Event Setup section > Admin tab, and click the +Invite button.
A dialog will be shown where you can enter the email address of the person you wish to add to your event team. For example, “someone@example.com”.
In the same dialog, you may wish to assign the Access & Security Roles to restrict the areas of the Event Manager App that the new team member can view. Click the down arrow to expand the security role description.
Click OK to send the invitation. An email invitation will be sent to the email address you entered.
If you need to, you can resend the invitation. Simply click the Resend button for any Pending invitation. You may need to resend an invite if the invitee can’t find the original invite in their email inbox.
I sent an invite, what happens now?
The list of administrators now shows the newly invited team member as Pending. When the invitee accepts, the listing will show as Accepted, with their full name and email shown in the listing.
The ClearEvent platform will send an invitation email to the email address you entered.
The person you invited can accept your invitation by clicking the link in the invitation email and logging into ClearEvent.
If the Invitee is already signed in to ClearEvent, the invite will be automatically accepted under their currently signed-in account.
If the Invitee is not signed in to ClearEvent, the invitee will be asked to create a new ClearEvent account to accept the invite (the default).
If the invitee is not signed in but already has a ClearEvent account, they must choose the "SIGN IN" option and enter their ClearEvent account details to accept the invite.
The person you sent the invitation to may also choose to accept the invite under a different email address than the one you sent the invite to.
What does the invitee see?
People you invite to your event team will receive an email at the email address you entered. The email will include a brief welcome message from your event and an Accept Invite button to accept the invitation. The email will look similar to the following example:
The invitee should click the Accept Invite button.
If the invited administrator is already signed in to ClearEvent with their existing ClearEvent Account, the invitation will be accepted automatically.
If the invited administrator is not signed in to ClearEvent, the Accept this invite page will be shown.
The invitee must either Create A New ClearEvent Account (the default) or Sign In with their existing ClearEvent Account.
If the invitee already has a ClearEvent account, they should click the "Already have an account? SIGN IN" link, which will display the following sign in page where they will be required to enter the email and password associated with their existing ClearEvent account:
What happens when an invite is accepted?
Once an invitation has been accepted, the invitation becomes expired and can not be reused.
What will a newly invited event manager see once an invite is accepted?
The new Event Administrator will now see a new Manage button on the right side of their event listing in the My Events list.
Clicking the Manage button will allow them to load the Event Manager App and access the various event planning features that they have been granted access to.
Still have questions? Chat with us!