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Organization members

Everyone working in EventPilot belongs to an organization. As an organization owner, you can invite colleagues, manage their roles, and remove them at any time.

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Invite a team member

1

Open Settings

From the left sidebar, navigate to Settings for your organization.
2

Enter an email address

In the Members section, type the email address of the person you want to invite.
3

Choose a role

Select either Member or Owner from the role dropdown.
  • Owner — full administrative access, including inviting/removing members and managing org settings.
  • Member — can create and manage events within the organization.
4

Send the invite

Click Send Invite. EventPilot emails the invitee a link to set up their account.
Invite links expire after 7 days. If a link expires before the person accepts it, you can cancel the pending invite and send a new one.

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What happens after you send an invite

The invitee receives an email with a personalized link. When they click the link, they are taken to an account setup page where they create a password and complete their profile. Once they finish, they are automatically added to your organization with the role you assigned.

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Managing members

Navigate to Settings → Members to see everyone currently in your organization. From there you can:
  • View all active members and their roles.
  • Change a member’s role — click the role badge next to their name and select a new role. Only organization owners can change roles.
  • Remove a member — click the remove icon next to their name. Removed members immediately lose access to the organization and all its events. This action does not delete the person’s account.
You can also see and cancel pending invites from the Members page. Canceling an invite invalidates the link before it is accepted.

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Event teams

Adding someone to your organization gives them access to the org, but you can also assemble a specific team for each event. Event team membership lets you track who is responsible for what within a single event.

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Add a member to an event team

  1. Open the event and go to the Team tab in the right panel.
  2. Click Add member and select a person from your organization’s member list.
  3. Set their event role:
    • Owner — full control over the event.
    • Member — collaborator access to the event.
  4. Optionally, enter a position or title (e.g., “Logistics Lead”, “AV Coordinator”) to describe their function on this specific event.
  5. Click Add to confirm.

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Update an event team member

Click the edit icon next to any team member to update their event role or position title. Changes take effect immediately.

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Remove someone from an event team

To remove a person from a specific event’s team, click the remove icon next to their entry in the Team tab. This only removes them from that event — they remain a member of your organization and retain access to other events they belong to.
Removing a member from your organization (via Settings) is different from removing them from an event team. Removing from the organization revokes access everywhere. Removing from an event team only affects that single event.