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EventPilot organizes your team’s work around a single shared workspace called an organization. Every event you plan, every team member you collaborate with, and all shared settings live within your organization.

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Organizations

An organization represents your team or company in EventPilot. Each user belongs to one organization, and all events created within it are shared across the team according to each member’s role. When you first sign up, you either create a new organization or accept an invitation to join an existing one. You cannot belong to multiple organizations simultaneously.
Guests are an exception — they can be invited to specific events without joining your organization. See Guests below for details.

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Roles

Every member of an organization has one of three roles: owner, member, or guest. Your role determines what you can see and what actions you can take.

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Permissions by role

PermissionOwnerMemberGuest
View events they’re assigned to✓✓✓
View all events in the organization✓✓—
Create events✓✓—
Edit and delete events✓✓—
Manage tasks and open decisions✓✓—
Use the AI co-pilot and all planning features✓✓—
Invite members to the organization✓——
Remove members from the organization✓——
Change member roles✓——
Manage organization settings✓——
Create a new organization✓✓—

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Owner

The owner has full administrative control over the organization. There is one owner per organization. As an owner, you can:
  • Invite new members and assign their roles
  • Remove members from the organization
  • Change any member’s role (including promoting a member to owner)
  • Update the organization name and settings
  • Do everything a member can do

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Member

Members are the core of your planning team. They have access to all planning features and can work on any event in the organization. As a member, you can:
  • Create, edit, and delete events
  • Use the AI co-pilot and Smart Form on any event
  • Manage tasks, open decisions, and documents
  • Invite and collaborate with event guests

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Guests

Guests have view-only access, limited to the specific events they’ve been invited to. They cannot create events, access other events in the organization, or modify any planning data. Guests are useful for:
  • External stakeholders who need visibility into a specific event
  • Vendors or partners who need to see event details
  • Clients reviewing event plans without needing full team access
Guests see a restricted navigation experience — they only see the events they’ve been explicitly invited to and cannot navigate to other parts of the organization.

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Invitations

There are two types of invitations in EventPilot, depending on the level of access you want to grant.

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Organization invitations

Organization invitations give someone ongoing access to your team workspace as either a member or a guest.
1

Send the invitation

Go to your organization settings and enter the person’s email address. Choose whether to invite them as a member or a guest.
2

They receive an email

EventPilot sends an invitation email to the address you entered. The link in that email is valid for 7 days.
3

They accept and join

When the invitee clicks the link and completes account setup, they’re added to your organization with the role you assigned.
Only the organization owner can send organization invitations. Invitation links expire after 7 days — if someone misses the window, you’ll need to send a new invitation.
You can cancel a pending invitation at any time from the organization settings before it’s accepted.

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Event guest invitations

Event guest invitations give someone view-only access to a single event without adding them to your organization. These are separate from organization invitations and are managed from within the event itself. Event guest invites are ideal for one-off collaborators or clients who need to see a specific event but shouldn’t have standing access to your organization.