Invite staff and choose their role
The short answer
Open Settings, then Members, type the person’s email, choose their role and press Send invitation. They accept from the email. The free plan has 2 staff seats, the Venue plan has no limit.
Invite someone
- Open Settings in the left rail. Stay on the Venue tab.
- In the left list, open Members under People & access.
- In Invite someone, type their Email.
- Choose Joins as: Staff, Event coordinator, Manager or Client. Staff is the default.
- Press Send invitation. A message says “Invitation sent to” and the address. The person appears under “Invited, not joined yet”.
What the person you invite does
- They open the email “{your name} invited you to {venue} on MyVenueHQ”. The invitation lasts 14 days.
- New to MyVenueHQ: they press Create account and join and create an account with the same email. Already a user: they press Sign in and join.
- On the Venue invitations page they press Accept. A message says “You’re in. Taking you to the venue.”
The roles
| Role | In the app’s words |
|---|---|
| Owner | Everything, and that cannot be changed. |
| Manager | Runs the venue, its events and most settings. |
| Event coordinator | Events, bookings and venue settings. |
| Staff | Sees events and helps run them. |
| Client | Only the events they are booked for. |
Change a role or remove someone (owner)
- Open Settings, then Members. Under On the team, each person except the owner has a role menu.
- Pick a built-in role. A message says “Member role updated”.
- To remove someone, open the three-dot menu on their row and choose “Remove” and their name from the team. Confirm with “Remove” and their name, or press Keep them. They lose access straight away and you can invite them again later.
- Press Change what each role can do to open Roles & permissions, where the owner sets what each role may do.
What it does not do
- You can invite one email at a time. There is no bulk invite and no shareable invite link.
- An invitation can set one of four roles. Roles you add under Roles & permissions cannot be given to a person yet: choosing one fails with “We couldn’t change that role.”
- You cannot invite someone to a role above your own, and nobody can be invited as owner.
- The seat limit is checked when the person presses Accept, not when you send the invitation. On Free they then see “Your free plan includes 2 staff seats. Upgrade to add more of your team.”
- The invitee must confirm their email before accepting. If they have not: “Confirm your email address first. We sent you a link.”
- An expired invitation says “Expired. Send a new invitation.” Sending a new one replaces it.
- The last owner cannot be demoted: “Cannot demote the last owner. Promote another member to owner first.”
- You can send up to 30 invitations an hour.
- The Client role appears as “Venue Client” in the invitation email.
Common questions
Why did my invitee see “Your free plan includes 2 staff seats”?
You and one other person already use the two seats. Upgrade to the Venue plan, or remove someone first. The Client role does not use a seat.
Can I give one person extra permissions?
Permissions belong to roles, not to people. Create a role in Roles & permissions with the ticks you want and assign it to that person.