1. Team & Access
Team & Access is the event workspace area for reviewing who is involved in an event and what they can do. It can show the owner, assigned planners, collaborators, pending invites, booked vendors, and booked venues.
Access is capability-based. That means the app checks what a person is allowed to do before showing actions such as editing event details, managing guests, viewing bookings, inviting collaborators, or opening coordination.
2. Roles you may see
- Owner: Controls the event and has the highest-trust permissions, including managing team access.
- Assigned planner: Can help operate the event according to the access the owner grants. A planner may be assigned directly or through a confirmed planner booking.
- Collaborator: An invited person who accepted event access and can help within their assigned capabilities.
- Pending invitee: Someone who has been invited but has not accepted yet. Pending invites do not grant event access.
- Booked provider: A vendor or venue provider with booking-based access to limited event information needed for their service.
3. Inviting collaborators
Collaborator invites can be sent by email or phone when the app shows the invite action. The invited person must accept before they become a collaborator.
- Pending: The invite has been sent and is waiting for a response.
- Accepted: The invitee accepted and now has event access.
- Declined: The invitee declined the invite.
- Expired: The invite is no longer active.
- Revoked: A permitted team manager cancelled the invite before acceptance.
If an invite was sent to the wrong email or phone number, revoke it and send a new invite with the correct details.
4. Collaborator limits
Every event has one collaborator limit. Free-backed events allow 3 collaborators, while Pro-backed events allow up to 10.
- Accepted collaborators and pending, unexpired invitations each use one spot.
- Owners, assigned planners, booked providers, expired invites, declined invites, and revoked invites do not use collaborator spots.
- The highest active Planner plan held by the event owner or any formally assigned planner determines the event limit.
- An ordinary collaborator's personal Pro plan does not increase the event limit.
- Accepting a pending invitation does not use another spot because that invitation already reserved one.
If a sponsoring Pro plan ends or a Pro planner is removed, existing collaborators keep their access. New invitations remain unavailable while the event is at or above its new limit.
5. Access levels and permissions
When inviting or editing a collaborator, the app may offer simple presets such as Editor or Viewer, plus more detailed access controls where available.
- Editor: Can help change event details, manage guests, and track bookings where permitted.
- Viewer: Can view allowed event details and reports, but cannot make changes.
- Custom access: May include permissions such as edit event, manage guests, manage bookings, view analytics, access coordination, or invite collaborators.
Owners can revoke collaborator access. Planners can only delegate access when the event owner allows it and the requested access fits inside their own permissions.
6. Booked providers are different from collaborators
A booked vendor or venue provider is not automatically an event team member. Confirmed or completed provider bookings may allow the provider to see a limited event brief, their own booking, and permitted coordination.
Booked providers should not be able to manage guests, view all event bookings, edit the event, manage collaborators, assign planners, or view private owner/planner notes unless they are also explicitly added as collaborators with those permissions.
7. Troubleshooting access
- If an invited person cannot access the event, confirm the invite was accepted and sent to the email or phone number they can verify.
- If an action is missing, the current user may not have the required event capability.
- If a booked provider lost event brief access, check whether the related booking was cancelled or is no longer operational.
- If a collaborator should no longer help with the event, remove them from Team & Access or revoke their pending invite.