Subscription, seats, invitations and access codes

What this feature is for

The subscription determines the available features and the number of people who can work on your events. Invitations and access codes are used to bring your collaborators in. Plan and module details are in Subscription, seats and features.

Organization and collaborators: two separate accesses

• Organization member: accesses what belongs to the organization (venue library, catalogue, contract templates, categories, teams). Being a member does not open every show: a member only sees the shows where they are listed as a collaborator. Only the organization director sees every show.
• Show collaborator: their entry in Show collaborators opens access to that show, whether or not they belong to the organization, within their assignment dates. What they can edit depends on their role on the show: owner, event administrator and admin assistant manage the whole show; other roles keep their usual rights.
• External collaborator: someone invited to a show without being an organization member shows the External to the organization badge. They have exactly the same rights on that show as a member with the same role, and see nothing else from the organization.
• Budget: reserved to the show managers (owner, event administrator, admin assistant) and the organization director.

Where to find it

Subscription in your organization's space, and Preparation → Staff to invite.

Steps

1. Consult your plan: included features, number of seats, seats already occupied.
2. To add a person, invite them by email from the event team, with their role.
3. Assign them a function and an access level.
4. Free up a seat by removing a person who is no longer involved.
5. Change your plan if you reach the limit or if a feature is missing.

What happens next

An invited person receives a link. If they are already signed in with the invited address, the page recognizes their account: they confirm Join the project, then join the event with the planned role. An already accepted invitation displays Open the show. Technicians and viewers arrive in the show console; management roles arrive in its preparation area. Otherwise, they sign in or create an account before returning automatically to the invitation. Features not included in the plan remain visible but inactive, with the corresponding mention.

The email displays the official logo in a black header, the invitee's first name when known, and the inviter's name. It includes the event, access role and link expiry; direct replies reach the inviter. Legal notice and Privacy links remain available in the footer. This operational invitation does not subscribe you to any promotional mailing list: information-email unsubscribe preferences are separate. To stop requests from this person, reply to them.

Who can take action

The subscription owner (the organization administrator) manages the plan and seats; event management manages invitations for that specific event.

Common issues

• "No more seats available": remove an inactive person or upgrade to a higher plan.
• The invitation does not arrive: check the address and spam folder, then resend it.
• The page asks you to sign in although you are already signed in: reload the link. If the signed-in account differs from the invited address, sign out and use the expected account.
• The invitation is accepted but the show does not open: select Open the show. The application activates that show before opening the screen allowed by your role.
• Access authorized, show not loaded: this is not a permission denial. The show reloads automatically; if needed, select Reload show.
• An access denied message appears: it shows your current role, the missing permission and compatible standard roles. If your assignment dates are not active, they are shown. Ask the show owner or event administrator to adjust the stated role or dates.
• A feature is greyed out: it is not included in your plan.

FAQ

Does a temporary service provider consume a seat?

Yes, as long as they have access; remove them after the assignment.