Manage teams
Use the Manage Teams area to add, edit, and remove teams within Eventflow. Teams help organise your users into groups for clearer communication, content visibility, and task assignment.
Adding a Team
Use the Add Team page to create a new team within Eventflow. Teams form the backbone of your platform and are a fundamental first step when setting up your Eventflow workspace. They help you manage user groups, assign tasks, control access to content, and ensure that everything in your event runs smoothly.
As the event organiser, you’ll be responsible for adding your teams using the steps outlined below. This is a critical foundation—without teams, the rest of the system can't function as intended.
Once team members are added, Eventflow automatically triggers branded welcome emails to invite them to join. This enables them to access the platform, collaborate effectively, and engage with assigned content and tasks.
Well-structured teams also allow you to:
Assign relevant tasks to the right people.
Ring-fence content so it’s only visible to the applicable users.
Track task completion and identify what’s still outstanding.
Run detailed reports to monitor progress and engagement.
Add Team page
Use the Add Team page to create a new team within Eventflow. Teams help you manage user groups, assign tasks, and control access to content across your event manual.
Step-by-Step: How to Add a Team
From the admin dashboard, go to Manage Teams.
Click the Add Team button in the top right-hand corner.
Fill out the required team information:
Team Name: Enter a clear and descriptive name for the team (e.g. “Exhibitor Support”, “AV Team”, or “Operations”).
Team Type: Choose the type of team from the dropdown menu. This helps categorise your teams for easier management.
Is Organiser: Select Yes or No to specify whether this team should act as an event organiser. Organiser teams often have broader access and management permissions.
Team Owner: Enter the first name, last name, and email address of the team owner. This person will be responsible for managing the team and inviting its members.
Once all fields are completed, click Submit to save the team.
If you change your mind, click Cancel to discard the changes.
Tip: Choose a team owner who is familiar with your processes—they’ll be the main point of contact for managing that team’s users and responsibilities.
Team Types: Structuring Access and Relevance
When setting up or editing a team in Eventflow, selecting a Team Type is an important step that goes beyond categorisation. Team Types are a powerful tool used to define the nature and function of a team within your event. They help you organise users logically—such as “Exhibitor,” “Sponsor,” “Contractor,” or “Organiser”—making it easier to manage large numbers of teams efficiently.
More importantly, Team Types play a central role in controlling access to content. Within the content builder, you’ll have the ability to show or hide specific sections of content based on a team’s type. This ensures that each team only sees what’s relevant to them—helping prevent confusion, keeping the user experience streamlined, and safeguarding sensitive or unnecessary information from the wrong audiences.
By using Team Types strategically, you can:
Automatically filter visibility of content throughout the manual.
Deliver a personalised experience for each team based on their role at the event.
Ensure that communications and tasks are tailored to the right audience.
Improve clarity and navigation for users engaging with the platform.
Choosing the correct Team Type at setup helps maintain structure and relevance throughout the entire lifecycle of your event inside Eventflow.
Editing a Team
Once a team has been created, you may need to update its details or manage the individuals within it. The View Team page allows you to see and edit team information, manage members, and send new invites.
Follow these steps to edit a team:
Step-by-Step: How to Edit a Team
From the admin dashboard, navigate to Manage Teams.
Locate the team you wish to edit from the list and click on its name. This will take you to the View Team page.
On the View Team page, you’ll find the following management options:
Team Members:
A full list of users assigned to the team will be displayed. You’ll see their names, roles, and whether they are an Admin or the designated Team Owner.
To remove a team member, click the trash bin icon next to their name.
Pending invites will be listed here too, and you can manage them if required.
Add Team Member:
To invite new users to the team, click the Add Team Member button. You’ll need to provide their name, email address, and assign them a role (e.g., member or admin).
Edit Team Details: To make changes to the team’s core details (such as name, type, or organiser status), click the Edit button at the top right of the View Team page.
Here, you can update the team name, change the team type, or toggle the “Is Organiser” setting.
You may also update the Team Owner’s details if needed.
After making any changes to the team, click Submit to save, or Cancel to discard changes.
Tip: Keeping your team details and member list up to date ensures accurate communication, permissions, and task delegation within your Eventflow manual.
Removing a Team
If a team is no longer needed, you can permanently remove it from the system. This action should be used with caution, as it may impact content visibility or existing user associations.
Step-by-Step: How to Remove a Team
Navigate to the Manage Teams section in the admin dashboard.
Locate the team you wish to delete.
Tick the checkbox next to the team’s name.
Click the Delete button in the top right-hand corner of the page.
A confirmation prompt will appear. Confirm the deletion to proceed.
Please Note: This action is permanent and cannot be undone. Deleting a team may affect any content, tasks, or permissions associated with that team.
How to Manage Teams in Eventflow
Go to the Dashboard and navigate to Manage Teams.
Click on the name of the team you want to manage. This will take you to the View Team page.
Here’s what you can do:
Team Settings
Click Edit next to the team name to update team details such as name, team type, or organiser status.
Add Team Members
Click Add Team Member to invite new users to the team. You’ll enter their email address, and they’ll receive an invitation to join the platform. This step is essential for pre-event collaboration and ensuring every user can access the appropriate content and tasks.
Manage Roles & Memberships
You will see a list of current team members, including their roles (Team Owner, Admin, etc.). From here, you can remove members, manage pending invites, or adjust existing roles.
Stand Share List
If your event involves collaboration between multiple teams (such as co-exhibitors), you can use the Stand Share List. Under "On behalf of this team," add additional teams to join the Stand Share, which enables shared access and resource collaboration between groups.
Additional Details
This section includes important event-specific information for reference. If any of this information needs to be updated, please contact the Eventflow support team.
You’ll find helpful guidance throughout the View Team page to ensure you're getting the most out of the tools available for team management.
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