Inviting organization team members

Invite people from the organization so one invitation covers every event they need. An invitation sent from inside an event opens that event only.

Training video · 6:19Custom roles: participant roles on sessions, team roles for your peopleThe two things Sessionboard calls a role and where each lives. Participant roles under Program → Settings → Roles (Add Role, Category, Manage in Contacts), how a role is offered on a submission form under Participant roles with Min and Max, the block it gets on the session's Participants tab and its own CRM page. Then team roles under Event Team → Permissions, a custom role's permission switches, Fields and Statuses tabs, a role with a session filter, Impersonate to see exactly what that team member sees, and the same editor at the organization level.

1. 0:02Two kinds of role
2. 0:32Participant roles
3. 1:02Add Role
4. 1:33Participant roles on the form
5. 2:24The Participants tab
6. 2:58A CRM page for the role
7. 3:17Team roles and permissions
8. 3:46Fields and Statuses
9. 4:10A role with a session filter
10. 4:45Impersonate to see their view
11. 5:16Roles at the organization level
12. 5:45Next steps

Send the invitation

1. Open Settings > Team.
2. Click Add and choose Invite User.
3. Enter the person’s Email, First Name and Last Name.
4. Set their access (below) and click Invite.

What each setting does

Setting	Effect
Active User	Off, and the person cannot sign in to the platform or to a portal. Turn it off later to deactivate someone without deleting them.
Organization Access	On, and the person can open the organization level — CRM, Pipeline, segments, reports and organization settings. Off, and they only see the events you select.
What type of user is this?	Appears when Organization Access is on. Pick the organization role, such as Admin or Admin Lite, or one your team created.
Events	The events the person can manage. Use Select… to pick them, or Select All. Each selected event gives them the Admin User role on that event.

Note

Someone with Organization Access and no events sees a warning before you invite them. It is allowed, but check it is what you meant — an organization-only user cannot open any event’s dashboard.

Organization roles

The roles offered under What type of user is this? are managed on the Permissions tab of Settings > Team. It works like the event-level editor (custom roles for the event team), scoped to what a person can do at the organization level:

• Default Roles — Admin, Admin Lite, Evaluator and Program Manager, each with a permission grid grouped by area (Events, People, and so on).
• Custom Roles — your own. Create new role starts one with every permission off; switch on what it needs. Changes save as you make them.
• Fields — per role, which organization fields are Visible and which are Locked.

Editing contacts and accounts

Changing a contact’s or account’s values at the organization level follows the role:

• Inline edit in the Contacts grid, and saving fields on an organization contact profile (including photo, bio and rating), needs Contacts Edit or Manage. Saving an account profile’s fields and logo needs Accounts Edit or Manage.
• A role without that permission sees the values read-only: clicking a grid cell opens no editor, and every field on the profile shows a lock.
• Fields the role has Locked never open an editor and cannot be saved, and fields that are not Visible to the role are not shown or saved, for everyone with that role, even with Edit or Manage.
• Bulk edit of organization contacts needs Contacts Edit specifically. The default Program Manager role has Contacts Manage without Edit, so it can edit inline and on profiles but not in bulk.

Notes and additional contacts on a profile are not affected. Inside an event, the event role decides as before.

An organization role does not change what the person can do inside an event — that is still the event role they hold on each event’s Event Team page. To copy a custom event role, its field settings, or role assignments to many events at once, use Bulk Permissions.

After you invite

The person receives an email from no-reply@sessionboard.com with a link to set their password and sign in. Until they do, their row on Settings > Team carries a Pending badge, and the row’s ⋯ menu has Resend invite.

To change what they can do on a single event, open that event’s Event Team page and pick a different role there. Organization access and role are edited from Settings > Team.