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

1. From the admin dashboard, go to Manage Teams.

2. Click the Add Team button in the top right-hand corner.

3. 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.

4. Once all fields are completed, click Submit to save the team.

5. 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

1. From the admin dashboard, navigate to Manage Teams.

2. Locate the team you wish to edit from the list and click on its name. This will take you to the View Team page.

3. 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.

If a team member cannot be deleted

Eventflow prevents you from deleting:

• Your own account

• The current Team Owner

• An account with the Admin or Eventflow Admin platform role

If the person is an Admin:

1. Go to Admin > Manage Teams and open the relevant team.

2. Select the team member to open Edit team member.

3. Under Platform Role, change Admin to User and save the change.

4. Return to the team and select the trash icon beside the user.

5. Confirm the deletion.

If the person is the Team Owner, assign another Team Owner before deleting them. See Changing a team owner.

Only remove elevated access when the user no longer needs it. Deleting a team member permanently removes their account from the event and transfers their associated submissions and task activity to the Team Owner.

Reusing an email after removing a team member

When you remove a team member, their user account is removed from that Eventflow manual. Their email address can then be used again when adding them to another team, including a stand-share team.

After removing the person, open the destination team or stand share and add them using the same email address. Eventflow will send a new invitation so they can access the new team.

Any form submissions and task statuses associated with the removed team member are transferred to the existing Team Owner. If the person is the current Team Owner, reassign ownership before removing them.

Giving one person access to more than one team

Each Eventflow user account within a manual must have a unique email address. The same address cannot be used for separate accounts belonging to several teams.

If the person’s email provider supports plus addressing, you can add a unique tag to their existing address for each additional account. Add the + and tag immediately before the @ symbol.

For example:

• [e-mail]

• [e-mail]

• [e-mail]

The tag does not need to be numeric. Using the team’s stand number can make it easier to identify which Eventflow account belongs to which team.

Before adding the user:

1. Send a test email to the plus address and confirm that it reaches their usual inbox.

2. Go to Admin > Manage Teams.

3. Open the relevant team and select Add Team Member.

4. Enter the plus address and send the invitation.

5. Check Email History and Activity and confirm that the invitation shows as Delivered.

If the invitation shows as blocked or does not arrive, the person’s email provider may not support plus addressing or their organisation may have disabled it. Use another unique email address instead.

Each plus address creates a separate Eventflow account. The user must fully log out before switching accounts and sign back in using the exact address associated with the required team, including its + tag.

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.

Handling duplicate teams

If two team records appear to represent the same organisation, do not delete either record immediately.

Eventflow does not currently provide a self-service merge option. Contact Eventflow support and identify both records so that linked users, custom fields, task progress, form submissions and stand shares can be reviewed before the records are combined.

Deleting one of the records without review could remove information that exists only on that record.

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

1. Navigate to the Manage Teams section in the admin dashboard.

2. Locate the team you wish to delete.

3. Tick the checkbox next to the team’s name.

4. Click the Delete button in the top right-hand corner of the page.

5. 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

1. Go to the Dashboard and navigate to Manage Teams.

2. 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.

Reviewing stand-share requests

When a Team Owner submits a new stand share, Eventflow holds the request for approval. The proposed stand share cannot access the manual and does not receive a welcome email until an Admin or Moderator approves it.

To review a request:

1. Go to Admin > Manage Teams.

2. Select the Pending Approval filter.

3. Open the requested stand share.

4. Review the proposed owner’s details and any missing custom fields.

5. Select Review & Approve.

6. Complete the required team information and custom fields, then submit the form.

Eventflow will create the owner’s account and send their welcome email once approval is complete.

Custom fields configured to inherit from the parent team do not need to be entered again. Review any remaining non-inherited fields before approving, particularly identifiers or registration links required by other systems.

To reject a request, select Deny With Reason. You can include an explanation for the Team Owner who submitted the request. Denying permanently deletes the pending stand share and cannot be undone.

The team’s Approval History records when the request was submitted and approved.

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.