Invite a planner or vendor to an event

Invite someone

1. Open the event, press More, then Planners and vendors.
2. Choose Role: Planner or Vendor. Fill in Name, Email and an optional Company.
3. Under What they can see tick the parts to share: Event details and arrival times, Timeline, Floor plan (no guest list), and the BEO sections.
4. A planner starts with most ticked and a vendor with event, timeline and floor plan only. Change any before sending.
5. Press Send invite. They get “shared with you”, with an Open the event button. The row appears under On this event with a one-time Copy link, which shows once.

What they see and do

A page headed with your venue’s name and “You see only what the venue chose to share”. It shows only the sections you ticked: event details and day-of times, the timeline, a zoomable floor plan, and the BEO sections. It never shows prices, payments, invoices, the client’s email and phone, internal notes, staff pay, other vendors or the guest list.

They can add files (certificates, riders, load-in sheets) and send you messages. You get a notification when they do.

Manage and revoke

1. In On this event, each person shows Opened or Not opened yet, files, messages and Waiting for your reply.
2. Press Messages and files to read the thread, reply and delete files. A reply is also emailed once they have opened their link.
3. Press Change access to change the ticks, effective at once. Re-send link makes a new link and kills the old one.
4. Press Remove to stop their link working right away. Files and messages stay. Delete for good erases them.

What it does not do

• Planners and vendors behave the same. Only the starting ticks and the page label differ. A vendor can be given everything a planner gets.
• They cannot edit anything, see other people on the event or change what they see.
• A file they add through this page is not an insurance certificate. It is not tracked, approved or reminded. Use Request a certificate for that.
• The invite email has no reply address, so replying by email does not reach you. They use Messages on their page.
• The link lasts the earlier of 180 days or 30 days after the event ends. A cancelled event or one in the Trash makes it show “This link is not active”.
• At most 15 people per event, and 25 different people a day per venue.
• Files are up to 4 MB each, 10 per person: PDF, images, Word, Excel or text. If your venue’s file storage is not set up, uploads are refused.
• You are told of a message or a file by a notification, not an email.
• A venue with a lapsed subscription is read-only for them too.

Common questions