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Managing Event Collaborators

A guide for Hosts: Adding Event Collaborators and managing their permissions.

Written by Rumor Team
Updated over 6 months ago

Event Collaborators (ECs) are individuals who assist in managing an event, such as co-hosts, sponsors, or check-in staff. Hosts can assign different roles with pre-set permissions to ensure controlled access to event management tools.

Event Collaborator Roles & Permissions

Rumor offers three distinct roles for Event Collaborators:

  1. Co-Hosts – Full event management with limited ticketing control

  2. Guest List Contributors (GLCs) – Manage their own guest lists and invitations

  3. Check-In Team – Responsible for guest check-ins only

Each role has locked permissions that cannot be customized to maintain consistency across events.

Co-Hosts

Permissions:

  • Edit event details & settings

  • Invite guests & add guests as drafts

  • Manage RSVP requests (both in-app & sign-up forms)

  • View the full guest list

  • Post announcements to all guests

  • Check in all guests

Restrictions:

  • Cannot remove or edit permissions of the lead Host

Guest List Contributors

Permissions:

  • Invite guests & add guests to drafts (based on the ticket allocation set by the lead or co-host)

  • Manage RSVP requests from their own sign-up form only

  • Post announcements to their own guest list only

  • Check in guests they added

Restrictions:

  • Cannot manage the overall event settings or details

  • Cannot manage in-app requests

  • Cannot view or edit other collaborators’ guest lists

  • Cannot edit their own ticket allocation (lead Host controls this)

Guest List Contributors

Permissions:

  • View the full guest list

  • Check in all guests

Restrictions

  • Cannot send invites

  • Cannot edit event settings, details or manage guest lists

  • Cannot post event announcements

Adding Event Collaborators

Hosts can add Event Collaborators during event creation or by editing an existing event.

Adding ECs When Creating an Event

  1. Go to the Event Dashboard → Click ‘Create an Event’

  2. Scroll to ‘Event Collaborators’ (Your name will be pre-populated & locked)

  3. Click ‘+ Add Event Collaborators’

  4. Enter the collaborator’s email address

  5. Select their role from the dropdown menu

  6. (Optional) Display EC on Event Page – Check this box to show their name publicly on the event page

    1. If the checkbox is selected, the Host has the option to override the role label displayed for the EC. For example, you may want this collaborated listed as a "Sponsor" instead of a "Guest List Contributor".

  7. (Optional) Set Ticket Allocation

    1. Enable ‘Limit Tickets’ toggle

    2. Select ticket type(s)

    3. Choose ‘Unlimited’ or enter a custom ticket limit

  8. Click ‘Confirm’

To add additional ECs, repeat the steps above.

Viewing Displayed Collaborators on an Event Page

  1. Go to the Event Dashboard → Select the event

  2. In the ‘Overview’ tab, click the arrow next to ‘Displayed Collaborators’

  3. View all publicly displayed ECs

Note: If an EC is still pending acceptance, only their email will be visible until they create a profile.

Editing or Removing Event Collaborators

To remove or edit an event collaborator review the following instructions.

  1. Go to the Event Dashboard → Select the event

  2. Click 'Edit Event'

  3. In the Event Collaborators section:

    1. Click the pencil icon to edit their role or ticket allocation

    2. Click the trash icon to remove the collaborator

Important:

  • If tickets have already been issued, the system will prevent their removal. You will first need to cancel all tickets issued by that collaborator.

  • Removed collaborators lose access to event tools immediately.

Want to see it in action? Watch this quick demo on how to add event collaborators!

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