Manage your team

Add people to your organisation, decide what each of them can do, and keep the list tidy as your team changes between events.

Your team is everyone in your organisation who can sign in to Adnab. That covers the people who plan your events, the people who run them on the day, and everyone in between. This page is where you add them, decide what each of them can do, and remove them when they move on.

There are four roles. The role decides what a person sees when they sign in, so it is worth getting right rather than giving everyone the highest one.

1. 1

   Add one person

   Use Add User when you are bringing in one person, or when they need to be more than Staff. Start with their email address and Adnab tells you what it needs next.

   Enter the email first and choose Continue. Adnab checks whether that email already has an Adnab account before asking you for anything else.

   • If the email is new to Adnab, you fill in their name, phone number and role. A phone number is required so they can be reached about the events they are working.
   • If the email already has an Adnab account, perhaps because they work with another organiser too, you only pick a role. Their name and details stay exactly as they are, and nothing you type replaces them.
   • If they are already in your team, Adnab says so and stops. Change their role on the list instead of adding them twice.

   One person, one Adnab account

   Someone can belong to more than one organisation with a single account. Adding them to yours does not affect their work anywhere else, and they choose which organisation they are looking at once they are signed in.
2. 2

   Add your event staff in bulk

   Bringing in a whole check-in crew before an event? Upload a spreadsheet instead of filling in the form fifteen times.

   Download the template, fill in one row per person, and upload it as a CSV. Adnab shows you how many people it found and a preview before anything is saved.

   Column	Required	Notes
   first_name	Yes	Their first name.
   last_name	Yes	Their surname.
   email	Yes	This is how Adnab recognises them. It is also where their invite goes.
   phone	Yes	Include the country code. The same rule applies as when you add one person at a time.

   Capitals and spaces in the heading row are fine. First Name and first_name both work.

   Everyone in the file joins as Staff

   Bulk upload only ever adds people as Staff. That is deliberate: a spreadsheet is easy to get wrong, and this way a mistake can never hand someone the run of your account. If a person in the file needs to do more, add them and then change their role on the list, which takes two clicks.

   When the upload finishes you get a summary: how many people were added, and every row that was skipped with the reason. Common reasons are a missing or invalid phone number, an email that is not a valid address, a missing name, and someone who is already in your team.

   A skipped row does not stop the rest

   If eight rows are fine and two are not, the eight are added and the two are listed. Fix those rows and upload the file again. Anyone already added is skipped the second time, so re-uploading never creates duplicates.

   Everyone in the file is sent an invite email automatically, the same one they would get if you added them one at a time. There is a tick box on the upload if you would rather add them quietly and invite them later, in which case each person gets a send icon on the team list that you can use whenever you are ready.

   Upload up to 100 people at a time. If your list is longer than that, split it into a few files and upload them one after another.

3. 3

   Invite emails and pending invites

   Adding someone sends them an invite email. You can turn this off if you would rather set your team up now and invite everyone at once later. Until an invite is accepted, a clock icon sits next to that person's name on the list.

   The invite email tells them who invited them, which organisation they are joining and what role they have, and gives them a link to set up their sign-in. They are already part of your team before they accept, so you can plan around them straight away. Accepting is what lets them actually sign in.

   You can turn invites off when you add people, which is useful when you are setting up a team ahead of time and want to invite everyone on the same day. Anyone added that way sits on the list with a send icon next to their name, ready for whenever you are.

   • The clock icon means an invite has gone out and has not been accepted yet.
   • The send icon invites someone who has never been invited, and resends for someone whose invite is still outstanding. Use it if the first one went to spam or was never opened.
   • Sending again replaces the previous link, so only the newest invite email works.
   • Someone who has accepted has neither icon. They are in.

   Someone with a pending invite cannot be your contact person

   Until they accept, Adnab does not have a confirmed name and phone number for them, and the contact person's details go out to your attendees. Pick someone who has accepted.
4. 4

   Change someone's role

   Roles are not fixed. Promote a Staff member to Events Manager for the season, or step someone back down afterwards.

   The pencil on a row turns their role into a dropdown. Pick the new role and the change waits until you save it, so you can go through several people first. A bar appears at the top of the list telling you how many changes are unsaved, with Save and Discard.

   • Anyone whose role you change is emailed to tell them, so nobody is surprised by suddenly seeing more or less than before.
   • The change is saved straight away, but someone who is signed in at the time keeps their old access until they sign out and back in. If they say nothing has changed, that is almost always why.
   • You cannot promote anyone above your own role, and you cannot change your own.

   Why some rows have no pencil

   You will not see the edit or remove buttons on your own row, on the Owner's row, or on anyone whose role sits above yours. Changing the Owner is done by transferring ownership, not by editing their role.
5. 5

   Choose a default contact person

   The star picks the person whose name and details attendees see on new events.

   Every event has a contact person. Their name, email address and phone number are included in the messages Adnab sends your attendees: registration confirmations, QR codes, check-in confirmations, reminders and receipts. They are not shown on your public registration page, so someone browsing the event does not see them. Starring a team member here means new events start with that person already filled in, instead of you choosing every time.

   • Only one person can be starred. Starring someone else moves it.
   • Click a filled star to clear it, and new events go back to having no contact person chosen.
   • It only affects events you create afterwards. Events you have already made keep whoever they have.
   • You can always pick a different contact on any individual event. The star is a starting point, not a rule.

   This person's details go out to your attendees

   Their name, email address and phone number reach every attendee who gets a message about the event, and replies come back to them. Choose someone who is happy to be contacted, and check the details on their profile are right.
6. 6

   Remove someone

   When someone leaves, remove them from the list. What happens next depends on whether they work with anyone else on Adnab.

   • If they belong to other organisations on Adnab, they are removed from yours only. Their account and their work elsewhere are untouched.
   • If yours is the only organisation they belong to, their Adnab account is closed along with it.
   • Either way they lose access to your events immediately.
   • If they were your default contact person, the star is cleared. Events already using them as contact keep their details, so set a new contact on those events.

   Their events are not affected

   Events they created stay exactly as they are, along with every attendee, registration and check-in on them. Removing a person removes their access, nothing else. The one thing to check is any event where they were the contact person, since attendees will still be given their details.

   Removing cannot be undone

   There is no restore. If you remove the wrong person you have to add them again, and if their account was closed they will need to set up their sign-in from scratch. If you only want to stop someone doing things for a while, changing their role to Staff is usually the better move.

   You cannot remove yourself, and you cannot remove the Owner. To leave your own organisation, ask someone with a higher role to remove you.

7. 7

   Transfer ownership

   There is exactly one Owner. Transferring hands the account to someone else, and only the current Owner can do it.

   Pick the team member who should take over. They become the Owner and you become an Org Admin, which keeps you able to do almost everything apart from transferring ownership again.

   Only the new Owner can hand it back

   Once you transfer, you cannot reverse it on your own. The new Owner has to transfer it back to you. Be sure of the person before you confirm, and make sure they are expecting it.

   This is the right step when the person who originally signed up is leaving. Removing them without transferring first leaves the account owned by someone who is gone.

8. 8

   If something is not working

   The usual problems and where to look first.

   • Someone did not get their invite: check the spam folder first, then check the email address on their row, then resend it with the send icon next to their name.
   • You changed someone's role but they still see the same things: they need to sign out and back in. Their access is fixed to the role they had when they signed in, so the change does not reach them until they start a new session.
   • Someone cannot see an event: check their role. Staff can see events and check people in, but not attendee lists, reports or settings.
   • You cannot edit or remove a person: their role probably sits above yours, or it is your own row. Ask an Org Admin or the Owner.
   • Rows were skipped in a bulk upload: the reason is next to each one in the summary. Missing or badly formatted phone numbers are the most common by far. Include the country code.
   • Someone in a bulk upload needs more than Staff: add them with the upload, then change their role on the list.
   • The wrong person's details are reaching your attendees: check who is starred as the default contact, and check the contact person set on the event itself.

   If none of that explains it, get in touch at support@adnab.co and we will look at it with you.