Set event permissions

To collaborate on an event, users need permission to access it. The user who signed up for the account automatically has the Admin permission on the account, which gives access to everything in it. Other users require explicit permissions to access events.

To manage event permissions, you need the Admin permission on the event. Learn more about Permissions.

Steps to set event permissions

1. Go to Events (main menu) > your event > Settings > Permissions
2. View the list of users
3. Select a user to view and edit their permissions in the panel on the right
4. Configure the desired permissions
5. Select Save

Add users from your account

Every user in your account is already in the list. Users without permissions on the event are shown greyed out.

1. Go to Events (main menu) > your event > Settings > Permissions
2. Select the user you want to give access to
3. Configure the desired permissions in the panel on the right
4. Select Save

To create new users, account admins can select Add user (below the user list) and then Manage users under Add internal users, or go to Settings (main menu) > Users. See Manage users.

Add users from outside your account

1. Go to Events (main menu) > your event > Settings > Permissions
2. Select Add user (below the user list)
3. Under Link an external user, enter the person's username
4. Select Select next to the matching user. The user's permissions open in the panel on the right
5. Configure the desired permissions
6. Select Save

See Giving external users access.

Available permissions

When you select a user, you can grant these permissions:

Admin — Full control over the event, including managing other users' permissions

View guests — See guest information across all guest lists

Add guests — Add new guests to the event. Users with this permission can also see, edit, and delete guests they added themselves, even without the View guests permission

Check in guests — Check guests in at the event

Set limits for adding guests

When a user has the Add guests permission, you can set additional limits:

• Max total guests — Maximum number of guests the user can add
• Max free guests — Maximum number of free guests within their total, shown when Track free guests is on or the limit is already set (see Add or import event guests)
• Earliest date/time to add guests
• Latest date/time to add guests

These limits can be set per guest list or for the entire event (which includes all guest lists). Permissions for pass types linked to the event must be configured separately in the pass type permissions section (see Set pass type permissions). If you administer the pass type, Permissions for passes under its guest list opens them.

To cap the number of guests for all users together, select Everyone (in total) in the user list and set the limits there.

Note

Guests who were checked in and then deleted still count toward the limit. This prevents the limit from being bypassed by deleting checked-in guests.

Permission inheritance

The permission system offers flexible management through inheritance:

• Event templates — Set permissions once on a template to manage multiple events simultaneously. See Event templates
• Venues — Set permissions at the venue level to automatically apply to all events at that venue. Venue permissions opens them from the event
• Events — Set permissions directly on individual events for access to a single event

Inherited permissions and limits are marked with where they come from, for example From venue. An inherited permission can't be removed in the event. Change it where it's set, on the venue or template: select the marker and then Edit followed by its name. Changing an inherited limit in the event overrides it for this event only. To go back to the inherited limit, select Delete override below it and then Save.

Best practices

Individual users — Create a separate user for each colleague, partner, and promoter, so you can see who added or checked in each guest

Shared check-in devices — Use a single user for all check-in devices at the door

Limit access appropriately — Grant only necessary permissions, especially for check-in users. Give door staff only the Check in guests permission to prevent adding or modifying guest data. If a device is lost, limited permissions prevent unauthorized access