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Event managers are staff members with limited access to check-in management. They can search attendees, perform manual check-ins, and send confirmation emails—but cannot access attendee data, branding, or event settings.

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Creating an Event Manager

1

Navigate to Event Managers

Go to Event Managers → /event-managers from the client portal sidebar.
2

Click Add Manager

Click the Add Manager button in the top-right corner.
3

Enter Manager Details

Fill in the form:Required Fields:
  • Full Name: The event manager’s display name
  • Email: Their login credential (must be unique)
Optional:
  • Assign Events: Select which events they can access
4

Create Account

Click Create to generate the account.
5

Auto-Generated Password

The system:
  • Generates a secure password automatically
  • Sends a welcome email with login credentials via Resend
  • Emails the manager at the provided address
Event managers receive an email with their login credentials immediately. They can sign in at /sign-in.
Create Event Manager Form

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Event Manager Permissions

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What Event Managers CAN Do

✅ Access assigned event portals at /{org-slug}/{event-slug}/portal/checkin ✅ Search for attendees by unique ID, email, or name ✅ Perform manual check-ins on behalf of attendees ✅ Send or resend confirmation emails to attendees ✅ Activate or deactivate the check-in page ✅ View check-in page URL and copy link

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What Event Managers CANNOT Do

❌ View the event dashboard or attendee list ❌ Add or import attendees ❌ Export attendee data ❌ Access branding or customization settings ❌ Edit event details ❌ Create or manage other event managers ❌ Purchase tokens ❌ Access organization settings
Event managers have read-only access to check-in functionality only. Use this role for registration desk staff during events.

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Assigning Events to Managers

You can assign multiple events to a single manager or assign multiple managers to one event.

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Assigning During Creation

  1. When creating a new event manager, check the boxes next to events they should access
  2. Click Create to save assignments

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Assigning After Creation

1

Find Manager

Locate the event manager in the Event Managers table at /event-managers.
2

Click Assign Events

Click the Assign Events icon (users icon) next to the manager.
3

Select Events

In the dialog, check or uncheck events:
  • Checked: Manager can access this event
  • Unchecked: Manager cannot access this event
4

Save Assignments

Click Save to update the manager’s access.
Assign events based on the manager’s role. For example, assign registration desk staff only to the events they’re working.

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Managing Event Managers

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Viewing All Event Managers

The Event Managers page displays:
  • Name: Manager’s full name
  • Status: Active or Suspended
  • Assigned Events: Count of events they can access
  • Actions: Edit, Assign, Reset Password, Suspend, Delete

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Searching Event Managers

Use the search bar to filter managers by name.

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Editing Manager Details

You can update an event manager’s name but not their email.
1

Click Edit

Click the Edit icon next to the manager in the table.
2

Update Name

Change the Full Name field.
3

Save

Click Save to update the display name.
Email addresses cannot be changed after account creation. If an email change is required, delete the old account and create a new one.

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Resetting Passwords

If an event manager forgets their password or needs a new login link:
1

Click Reset Password

Click the Reset Password icon (key icon) next to the manager.
2

Confirm Action

Review the confirmation dialog.
3

Send Reset Email

Click Send Reset Email to trigger the password reset.
4

Manager Receives Email

The event manager receives an email with:
  • A new auto-generated password, OR
  • A link to reset their password
Use password reset for event managers who lose their credentials or report access issues.

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Suspending or Reactivating Managers

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Suspending a Manager

Temporarily disable an event manager’s access without deleting their account.
1

Click Suspend

Click the Suspend icon (ban icon) next to the manager.
2

Confirm

Review the confirmation dialog. Suspending a manager:
  • Blocks their login access
  • Preserves their account and assignments
  • Can be reversed at any time
3

Complete Suspension

Click Suspend to confirm.

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Reactivating a Manager

  1. Find the suspended manager (status badge shows “suspended”)
  2. Click the Reactivate icon (checkmark icon)
  3. Confirm the action
  4. Manager can log in immediately
Use suspend/reactivate for temporary staff or seasonal event managers.

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Deleting Event Managers

Deleting an event manager is permanent. The account and all assignments are removed and cannot be recovered.
1

Click Delete

Click the Delete icon (trash icon) next to the manager.
2

Confirm Deletion

Review the warning in the confirmation dialog.
3

Complete Deletion

Click Remove to permanently delete the account.
Deleted event managers are removed from all assigned events. If you need to re-add them, create a new account.

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Event Manager Sign-In Flow

Here’s what happens when an event manager signs in:
1

Manager Receives Email

After creation, the event manager receives an email with:
  • Their email address (username)
  • Auto-generated password
  • Link to the sign-in page (/sign-in)
2

Sign In

The manager navigates to /sign-in and enters their credentials.
3

Automatic Redirect

Upon successful sign-in, they are redirected to the check-in management page of their first assigned event:/{org-slug}/{event-slug}/portal/checkin
4

Limited Sidebar

Event managers see only the Check-In Management tab in the event portal sidebar. They cannot access Dashboard, Attendees, or Branding tabs.
Event Manager Check-In Portal

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Monitoring Event Manager Activity

Track all event manager actions in the audit trail.
1

Navigate to Reports

Go to Reports → /reports from the client portal.
2

Filter by Manager or Event

Use filters to narrow down logs by:
  • Specific event manager
  • Specific event
  • Date range
3

Review Actions

View logged actions:
  • Manual check-ins performed
  • Confirmation emails sent
  • Check-in page activated/deactivated
  • Timestamps for all actions
4

Export Audit Trail

Click Export Audit CSV to download the log for compliance or review.
Review audit trails regularly to ensure event managers are following procedures.

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Best Practices

Set up event manager accounts at least 1 week before your event to allow time for:
  • Testing login credentials
  • Familiarizing managers with the interface
  • Resolving any access issues
Use full names or role-based names for easy identification:
  • ✅ “Sarah Johnson - Registration Desk”
  • ✅ “John Smith - VIP Check-In”
  • ❌ “Manager1”
  • Registration desk staff → Assign to all events
  • Venue-specific staff → Assign only to events at their location
  • Temporary staff → Assign only to events they’re working
For recurring events or temporary staff:
  • Suspend accounts after the event
  • Reactivate for future events
  • Only delete accounts that will never be reused
  1. Create a test event
  2. Assign the event manager
  3. Have them sign in and test check-in flow
  4. Verify they cannot access restricted areas

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Common Workflows

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Setting Up Event Day Check-In Staff

  1. Create event managers for each check-in station:
    • “Registration Desk 1”
    • “Registration Desk 2”
    • “VIP Entry”
  2. Assign all managers to the same event
  3. Send login credentials 2 days before event
  4. Provide tablets or laptops with the check-in page bookmarked
  5. Monitor check-ins in real-time from event dashboard (client access only)

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Managing Recurring Monthly Events

  1. Create event managers once (e.g., “Monthly Meetup Staff”)
  2. Create a new event each month
  3. Assign the same managers to each new event
  4. Managers can access all events from their portal
  5. Review audit trail after each event

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Troubleshooting

Steps to resolve:
  1. Check spam/junk folder
  2. Verify the email address is correct in the manager table
  3. Click Reset Password to send a new email
  4. If still not received, check Resend logs or contact support
Possible causes:
  • Account is suspended → Reactivate the account
  • Incorrect password → Use Reset Password
  • Email typo during creation → Delete and recreate account
  • Manager using wrong sign-in page → Direct them to /sign-in
Resolution:
  1. Go to /event-managers
  2. Click Assign Events for the manager
  3. Select at least one event
  4. Save changes
  5. Ask manager to sign out and sign in again
Issue: If a manager can access Dashboard, Attendees, or Branding tabs, their account may have incorrect permissions.Resolution:
  1. Verify their role is set to “event_manager” in the database
  2. If they were upgraded from client accidentally, delete and recreate the account
  3. Contact support if issue persists
Possible cause: Manager has logged actions in audit trail that reference their account.Resolution:
  1. Suspend the account instead of deleting
  2. Export audit trail before deletion
  3. Contact support to remove database constraints if deletion is required

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Security Considerations

Event managers have limited permissions by design. Never share client account credentials with event managers.

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Protecting Attendee Data

  • Event managers cannot export attendee lists
  • Event managers cannot view attendee details beyond check-in
  • Event managers cannot access custom fields or sensitive data
  • All actions are logged in the audit trail

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Password Security

  • Passwords are auto-generated with high entropy
  • Managers should change passwords after first login (if self-service is enabled)
  • Use Reset Password if credentials are compromised
  • Suspend accounts immediately if suspicious activity is detected

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