Event Sharing Across Hosts

Collaborate on InstantGate events with co-hosts, managers, and scanner-only roles while keeping control over permissions and security.

Overview

InstantGate makes it simple to share events with partners, allowing multiple organizers to manage logistics, marketing, and on-site operations together. Assign roles that match each collaborator's responsibilities while preserving data privacy.

Understanding Host Roles

Event Creator/Owner

  • Creates and owns the event.
  • Has full access to all event features and settings.
  • Can add other users to access the event.

Shared Event Access

  • Share event access with team members who need to help manage the event.
  • Users with access can view and edit most event settings.
  • Access is managed through the event settings.

Scanner Access

  • Provide scanner access to staff who only need to validate tickets.
  • Scanner access uses the QR scanner interface directly.
  • Limited to scanning functionality only.

Sharing an Event

Adding Co-Hosts

  1. Open your event dashboard and choose Settings.
  2. Look for the option to add team members or share access.
  3. Enter the collaborator's email address.
  4. They will receive an invitation to access the event.
  5. Once they accept, they can access the event dashboard.

Note: The Advanced tab in event settings is only available to event creators/owners.

Invitation Process

  • The invited co-host receives an email with a unique access link.
  • Instructions or a temporary password guide them through login.
  • Invitations expire after a set window (typically 48 hours) for security.

Permission Levels

Full Co-Host Permissions

  • Edit event details such as date, venue, and description.
  • Create, modify, and delete ticket types.
  • Access financial data, sales reports, and refunds.
  • View all attendee information and send notifications.
  • Generate analytics and export reports.

Limited Co-Host Permissions

  • View event details without editing core settings.
  • Manage only assigned ticket categories.
  • See high-level sales data without sensitive financials.
  • Request approval before sending attendee messages.
  • Access attendee lists tied to their responsibilities.

Scanner Permissions

  • Use the QR code scanner to validate tickets.
  • View essential event information to support check-in.
  • Cannot view personal attendee data or modify settings.

Managing Shared Events

From the Primary Host Perspective

  • Monitor all shared events from a consolidated dashboard.
  • Add, remove, or edit co-host permissions as responsibilities change.
  • Track activity logs to understand collaborator actions.
  • Configure optional revenue-sharing splits.

From the Co-Host Perspective

  • Access shared events via a dedicated section with role indicators.
  • Communicate with the primary host using built-in messaging.
  • Receive assigned tasks and updates in real time.

Best Practices for Event Sharing

Before Sharing

  • Define roles and responsibilities clearly.
  • Agree on communication cadence and decision-making processes.
  • Document change management protocols.
  • Plan for conflict resolution if disagreements occur.

During Collaboration

  • Schedule regular check-ins with co-hosts.
  • Communicate transparently about updates or issues.
  • Respect permission boundaries to avoid accidental changes.
  • Log major decisions in shared documentation.

Security Considerations

  • Encourage strong passwords and enable two-factor authentication.
  • Review access lists frequently and revoke access when necessary.
  • Limit permissions to the minimum required for each role.

Advanced Sharing Features

Team Management

  • Create specialized teams such as marketing, operations, and finance.
  • Assign team leads with tailored permissions.
  • Build hierarchical access structures for large organizations.
  • Generate team-based analytics to track progress.

Event Templates

  • Share templates with predefined sharing and branding settings.
  • Clone events to reuse best practices across teams.
  • Maintain a library of templates for recurring event types.

Cross-Organization Sharing

  • Collaborate across multiple organizations while preserving branding.
  • Share reports and attendee insights without merging data.
  • Coordinate logistics while keeping organizational data separate.

Troubleshooting Common Issues

Access Problems

  • Confirm the invitation hasn't expired; resend if necessary.
  • Verify the email address for typos before reissuing.
  • Ask the co-host to check spam or junk folders.

Permission Issues

  • Review the assigned role to confirm expected access.
  • Adjust permissions from the primary host dashboard.
  • Check whether ownership changes have impacted access.

Communication Breakdowns

  • Use in-app messaging for documented conversations.
  • Schedule standing meetings for complex events.
  • Capture decisions in shared notes or project tools.
  • Agree on escalation paths for urgent issues.

Liability and Responsibility

  • The primary host typically retains legal responsibility.
  • Define co-host liability in written agreements when needed.
  • Consider insurance coverage for shared events.

Revenue Sharing

  • Configure payment splits directly within event settings.
  • Distribute funds automatically according to the agreement.
  • Provide transparent reporting for all transactions.
  • Consult tax professionals regarding shared revenue implications.

Data Privacy

  • Ensure compliance with regulations such as GDPR.
  • Set up data-sharing agreements between organizations.
  • Align on privacy policies and attendee data rights.

Use Cases and Examples

Festival or Conference

  • Multiple organizers manage different tracks or experiences.
  • Volunteer teams handle on-site logistics.
  • Sponsor managers oversee partnerships and activations.

Multi-Venue Events

  • Venue managers share a central event while managing local details.
  • Local coordinators update venue-specific logistics.
  • Central organizers retain overall oversight and reporting.

Educational Events

  • Faculty collaborate on course-related schedules and attendees.
  • Student organizations co-host workshops or campus events.
  • Department heads oversee multiple concurrent events.

Getting Help

Support Resources

  • Explore documentation for detailed walkthroughs.
  • Watch video tutorials covering key workflows.
  • Join the community forum to connect with other organizers.
  • Contact InstantGate support for direct assistance.

Training and Onboarding

  • Share co-host onboarding materials for new collaborators.
  • Leverage best-practice guides for large teams.
  • Reuse template setups for recurring event series.
  • Attend webinars and workshops for advanced features.

Future Enhancements

InstantGate continuously improves event sharing. Upcoming enhancements may include granular permission matrices, workflow automation, richer communication tools, integrations with project management software, and deeper analytics designed for collaborative teams.