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Guests are external collaborators — vendors, contractors, speakers, or client representatives — who need access to a specific event but should not become full members of your organization. A guest can only see the events they have been individually invited to.

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Guests vs. organization members

Guests and organization members are distinct. An organization member has access to all events in your org. A guest has access only to the specific event they were invited to, with read-only permissions.
GuestOrganization member
Access scopeSingle invited eventAll events in the organization
Can create eventsNoYes (members and owners)
Can delete eventsNoYes (members and owners)
Can create organizationsNoN/A — already in an org
Can access other eventsNoYes
Requires a full accountYes (created on first invite)Yes

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Inviting a guest to an event

1

Open the event

Navigate to the event you want to invite the guest to.
2

Go to the Guests or Team section

In the right panel, open the Team or Guests tab.
3

Enter the guest's details

Click Invite guest and enter:
  • Email address (required)
  • Name (optional)
  • Position or title (optional, e.g., “Catering Manager”, “AV Vendor”)
4

Send the invite

Click Send. EventPilot emails the guest a personalized invite link.

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What the guest receives

The guest gets an email with a link to set up their account (or log in if they already have one). After they accept the invite, they are added to the organization as a guest and can immediately access the event they were invited to.

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What guests can do

Once a guest accepts their invite, they can:
  • Log in to EventPilot and view the event they were invited to.
  • See event details and information within that event.

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What guests cannot do

Guests have intentionally limited access to keep your organization’s data secure:
  • Cannot create new events.
  • Cannot delete events or any other content.
  • Cannot create or manage organizations.
  • Cannot see or access any events other than the one they were invited to.
  • Cannot view your organization’s member list or settings.

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Removing a guest from an event

To revoke a guest’s access:
  1. Open the event they were invited to.
  2. Go to the Guests tab in the right panel.
  3. Click the remove icon next to the guest’s entry.
Removing a guest immediately revokes their access to that event. Their account is not deleted.

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Guest invites vs. organization invites

Both flows send an email and direct the recipient to an account setup page, but they behave differently once accepted:
  • An organization invite adds someone as a full member (or owner) with access to all events.
  • A guest invite adds someone with the guest role, scoped to a single event only.
If you later want a guest to become a full team member, you need to send them a separate organization invite from Settings → Members. Accepting the org invite will upgrade their role.