Adding and Inviting Crew to an Event
How to add people to an event's crew as contacts, invite them so they can log in, change invitation permissions, and remove access or delete a crew member.
Everyone on an event's crew starts the same way: as a record under a collaborator. Whether that person also gets to log in is your call, made when you add them or later. This page covers adding people, inviting them, and taking access away again.
You need to be an event admin to use the event Crew page. A collaborator lead with Manage Crew on their collaborator can add, invite and remove access for their own people from that collaborator's Crew tab. Deleting crew, editing their contact details or types, and changing a pending invitation's permissions need an event admin.
Add Crew Members
Open the crew list
Select Add crew
Choose the collaborator
Fill in the person
Enter their contact information, choose any crew types, and switch on Point of contact if they are someone people should call. Points of contact appear on the event Contacts page and on the collaborator's dashboard.
Decide on access
Leave the Account email to invite... field empty to add the person as a contact only. To give them access, enter the email to invite, choose a license, and set their permissions on the Permissions tab.
Save
To add several people at once, use Bulk add at the bottom of the dialog, which is on by default, and add them by name or email. Add from organization in the side panel brings in people from your organization crew database.
What an Invitation Does
When you save someone with an email to invite:
- If that email already has a BackOps account, the person gets access straight away, with the permissions and license you chose, and is notified.
- If it does not, BackOps sends an invitation email and, if you chose a license, reserves a seat for them. Their account shows Pending until they sign up, then Active.
Before anything is sent, every email, permission and license seat in the save is checked, and a problem there stops the whole save. Some checks run person by person instead: an address blocked by your organization's blacklist, an account already on the event's crew, or a crew record that already has an open invitation. One of those stops the save at that person, but the people before them have already been invited. Check the list before saving, and look at who was added before you retry.
Pulling someone from the organization is not an invitation. If the person already has an account you can connect it while pulling; otherwise they arrive as a contact and you invite them afterwards.
Change Access
A crew record has Schedule, Tasks and Permissions tabs. Use Permissions to change what a person can do. For someone still pending, the change updates their invitation without sending a new email; once they have signed up, it changes their live access.
Remove Access or Delete
These are two different actions, and the difference matters.
Remove access keeps the person on the crew as a contact. On their record, hover the Account row and select the trash icon. A pending invitation is withdrawn and its seat freed, or a connected account loses its event and collaborator permissions and its event license. Their details, assignments and attribute values stay.
Delete removes the person from the event's crew entirely, together with their attribute values. Use the Crew actions menu on the record or the crew list. Deleting someone with access also removes that access.
You cannot remove or delete yourself. Neither action touches other events or the organization's crew database.