Managing Your Team

Hi.Events lets you invite other people to your account and decide exactly what each of them can see and do. Give someone a role (Admin, Organizer or Viewer), then choose whether they can reach the whole account or only certain organizers and events.

How to Get There

1. Click your profile icon and choose Account Settings
2. Click Team in the left menu (under Account)

The Team page is only shown to admins who have access to the whole account. If you don’t see it, ask an admin on your account to make changes for you.

The Team Page

The top of the page shows four counts: Active members, Pending invites, Admins and Two-factor on (how many active members have two-factor authentication turned on).

Below that is the Require two-factor authentication card, then the member list. Each row shows:

Use the search box to find someone by name or email, and the role filter to show only Admins, Organizers or Viewers. People who haven’t accepted their invitation yet are listed separately under Pending invitations.

Inviting Someone

1. Click Invite member
2. Enter their First Name, Last Name and Email
3. Choose a Role. New invitations start as Organizer
4. For Organizers and Viewers, choose their Access and Permissions (see below)
5. Click Send invitation

They get an email with a link to join your account. The link works for 7 days; after that, use Resend invitation. If they already use Hi.Events for another account, they sign in as normal and join yours.

Roles

Organizers can’t manage the team or account settings, connect or disconnect Stripe, change VAT settings, or delete events and organizers.

Viewers see a View only badge at the top of each event and organizer. Pages they can’t use are hidden from their menu, including Event Settings, Homepage Designer, Ticket Designer and Seating.

When someone is made an Admin, the account owner gets an email about it, unless the owner made the change themselves.

Access: Whole Account or Specific Organizers and Events

Organizers and Viewers can have one of two kinds of access. Admins always have the whole account, so this choice isn’t shown for them.

• Whole account: every organizer and event, including new ones
• Specific organizers and events: only what you pick in the search box below it

When you pick an organizer, the person gets all of its events, including events created later. When you pick a single event, they get that event plus a read-only view of the organizer it belongs to.

Someone with specific access has a smaller Settings area: they only see Profile, Security and API keys. Account Settings and Create Organizer disappear from their profile menu.

Permissions

Two switches fine-tune what Organizers and Viewers can do with money.

Can see financials covers revenue, order totals, reports, payouts and payment settings. It’s on by default for Organizers and off for Viewers. Without it:

• Reports disappears from the event sidebar, and the organizer’s Reports page only shows the Check-in Summary
• Webhooks disappears from the event and organizer sidebars
• Revenue figures on dashboards are hidden, along with the Amount column in the orders list
• The Export buttons on the orders and affiliates pages aren’t shown

Can issue refunds lets an Organizer refund orders, cancel an order with a refund, mark orders as paid, and cancel a date on a recurring event with refunds. It’s on by default, needs Can see financials to be on, and isn’t available for Viewers.

Changing or Removing a Member

Click a member’s row, or click Edit, to open Edit member. You can change their name, role, access and permissions there. Members change their own email address in their profile. If someone also belongs to another Hi.Events account, only they can change their name.

The ⋮ menu on each row has:

• Edit user: open the same edit screen
• Deactivate: stop them signing in. They keep their place in the list and you can Reactivate them later
• Reset two-factor: only shown when they have two-factor authentication on (see below)
• Resend invitation and Revoke invitation: for people who haven’t joined yet

You can’t deactivate yourself or the account owner, and nobody can change the owner’s role or access.

Giving Access From an Event or Organizer

Admins can also manage who can reach a single event or organizer without opening Settings.

1. Open the event or organizer
2. Click Team Access in the left sidebar (under Team)

The list shows everyone who can reach it and how:

To add a member who already has specific access, pick them in Give an existing member access and click Add. To bring in someone new with access to just this event or organizer, click Invite someone. To take access away, click Remove next to a direct grant and confirm with Remove access. Access that comes from the whole account or the organizer has to be changed on the Team page.

Requiring Two-Factor Authentication

Admins can require everyone on the account to use two-factor authentication to sign in. Turn on the switch on the Require two-factor authentication card on the Team page.

• You need two-factor authentication on your own profile first. Click Set it up on the card if you haven’t
• If some members aren’t set up yet, Hi.Events tells you how many and asks you to confirm. They’re asked to set it up the next time they use Hi.Events, and can’t do anything else until they have
• Once it’s required, members can’t turn two-factor authentication off themselves

Resetting a Member’s Two-Factor Authentication

If a team member loses their phone and their recovery codes, an admin can reset two-factor authentication for them:

1. Confirm it’s really them, for example by phone or in person. After a reset, their password alone gets into the account
2. Open the ⋮ menu next to their name and click Reset two-factor
3. Click Reset two-factor to confirm

They can then sign in with just their password, and they’re emailed about the change. If your account requires two-factor authentication, they’re asked to set it up again straight away.

You can’t reset your own two-factor authentication, and nobody else on the account can reset the owner’s. If the person belongs to other Hi.Events accounts too, or nobody on your account can reset it, email [email protected].

Notifications for New Orders

Any member who can see financials can choose to get an email for each new order. They turn on New order emails (“Email me about new orders on the events I can access”) under My Profile. It only covers the events they have access to, it’s set separately in each account they belong to, and it only sends once their email address is confirmed.

Single Sign-On

If your account requires single sign-on, each member row also shows how they sign in: SSO, Exempt (allowed to keep using a password) or Password. A sign-in method filter (Single sign-on, Password or Exempt from SSO) appears next to the role filter.

Check-in Staff Don’t Need an Account

Door staff can scan tickets from a check-in list link without signing in to Hi.Events, so you don’t need to invite them. See Setting Up Check-in.

Tips

• Use Viewer for people who need to look but shouldn’t touch, such as a venue team or a client checking sales
• Give freelancers and agencies Specific organizers and events so they only see the work they’re doing for you
• Switch off Can see financials for volunteers who handle attendees but don’t need to see revenue
• Require two-factor authentication once more than a couple of people can sign in. One reused admin password is all it takes to reach your Stripe connection
• Deactivate people when they leave rather than leaving their access in place

Last updated 20 October 2026