Inviting Crew Members

Invite team members to help manage your event by sending email invitations with role assignments.

Invitation Process

How It Works

1. Organizer sends invitation
2. Crew member receives email
3. They click accept link
4. They log in or create an account
5. Access granted to event

If the email already belongs to a GatherHub account, there is no invitation step. The person is added to the crew straight away. See Existing Users vs New Users.

Sending Invitations

Send an Invitation

1. Go to event dashboard
2. Click Crew Members in the sidebar
3. Click Add Crew Member, then choose Invite by Email (or Select User for someone already in your organization)
4. Fill in details:
   • Email address
   • Name (optional)
   • Role (Organizer, Coordinator, Staff, Volunteer, Floor Manager, Speaker)
   • Display title (optional)
5. Click Add Member

Invitation Form

There is no personal message field. Invite people one at a time. There is no bulk invite or CSV import for crew.

Invitation Email

What They Receive

The invitation email includes:

• Who invited them
• Event name and date
• Their assigned role and display title
• An Accept Invitation button
• The date the invitation expires

Example Email

You're Invited to Join the Crew!

Hello [Name],

[Organizer Name] has invited you to join the crew for the event:

[Event Name]
Event Date: [Event Date]
Your Role: [Role]
Title: [Display Title]

[Accept Invitation]

This invitation will expire on [Date and time].

Invitation Status

Status Tracking

View Status

1. Go to Crew Members
2. Open invitations show under Pending Invitations. Expired, declined and cancelled ones drop off this list
3. Crew who have joined show in the members table as Active or Inactive. Filter by role with All Roles

Managing Pending Invitations

Resend Invitation

If they haven't accepted:

1. Find pending invitation
2. Click Resend
3. New email sent with fresh link

Cancel Invitation

To withdraw an invitation:

1. Find pending invitation
2. Click Cancel
3. Invitation link becomes invalid

Change Role Before Acceptance

1. Cancel current invitation
2. Send new invitation with correct role

After Acceptance

What Happens

When crew member accepts:

1. Account linked to event
2. Role permissions applied
3. They see Welcome to the Crew! and an Open crew app button
4. The event appears in their crew app at my.gatherhub.app/ops

Crew Member Experience

They will:

1. Click accept link
2. Sign in or create account
3. See the event in their crew app at my.gatherhub.app/ops
4. Access permitted features

Existing Users vs New Users

Existing GatherHub Users

If the email already has a GatherHub account:

• They are added to the crew right away, as Active
• They get an email and an in-app notification
• No invitation to accept, and no new account needed

New Users

If they don't have an account:

1. Accept Invitation on the invitation page
2. Login Required → Create Account. The invited email is already filled in
3. After sign-up they come back to the invitation and it is accepted automatically

Invitation Expiration

Default Expiration

Invitations expire after 7 days.

Handling Expired Invitations

1. Expired invitations disappear from Pending Invitations
2. Send a new one with Add Crew Member
3. Contact crew member if needed

Removing Crew Members

Remove from Event

1. Go to Crew Members
2. Find crew member
3. Click Remove
4. Confirm removal

What Happens

• Access to event revoked
• Cannot see event data
• Actions logged
• Can be added again if needed (they come back with the role you pick)

Best Practices

Before Sending

• Verify email addresses
• Choose correct roles
• Set a display title if they appear on the event page
• Have event info ready

Follow Up

• Check for pending invitations
• Remind those who haven't accepted
• Update if roles change
• Remove inactive members

Communication

• Explain their responsibilities
• Provide event details
• Share relevant documents
• Give contact for questions

Troubleshooting

Invitation not received

1. Check spam folder
2. Verify email address
3. Resend invitation
4. Try alternate email

Cannot accept invitation

1. Check link is valid
2. Ensure not expired
3. Try different browser
4. Contact organizer

Wrong role assigned

1. For a crew member who has joined, click Edit on their row
2. Pick the correct Role
3. Click Update Member

For a pending invitation, cancel it and send a new one with the correct role.

Next Steps

• Configure permissions for fine-grained control
• Learn about roles in detail
• Set up check-in for staff