Add Team Members & Collaborators

Gatsby’s team collaboration system uses role-based permissions to control what team members can access and edit. Understanding these permission levels helps you decide who gets what access before you start adding people to your workspace.

Understanding Team Permissions

Gatsby has three permission levels that determine what team members can access:

Admin Role

• Full access to all events and contacts
• Doesn’t need permission to access any event
• Full access to all team settings

Team Member Role

• Can see all events but needs to request access to edit them
• Full contact database access
• Good for teams where not everyone should touch every event

External Collaborator

• Only sees events they’re specifically assigned to
• Can’t see your contact database or other events
• Can’t create new events
• Perfect for co-hosts, vendors, or partners

Add Team Members & Collaborators

1. Navigate to Team Members

   Go to the team members page from your main dashboard.

2. Select Add Member

   Click the “Add Member” button to open the invitation form.

3. Fill in Details

   Enter their email address and basic information.

4. Choose Permission Level

   Pick their access level based on what they need to do:

   • Team Member: Can see everything but needs permission to edit (good for larger teams with role separation)
   • External Collaborator: Only sees assigned events (perfect for vendors, co-hosts, or temporary partners)

As an Admin, you can upgrade a Team Member to Admin level after they’ve been added as a Team Member. Select the drop-down next to the Team Member status under the Team Permissions column after they’ve been added.

Adding team members and setting their permission levels

Adding Collaborators to Events

1. Open Add Collaborators

   Click “Add Collaborators” from either the three dots menu on your main events page or the + button in the top left corner within an event.

2. Send Invitation

   Type their email address and press invite.

Inviting collaborators to specific events

FAQs

What can External Collaborators do?

External collaborators have the similar event-level permissions as team members, but only for events they’re invited to. They can view the guest lists, upload their own contacts, work on seating charts, design RSVP pages, and send campaigns for their assigned events.

They cannot remove guests from the guest list, see guest profiles, or send campaign emails as anyone else on your team.

Can we control email notifications for team members?

Admins can go to the team members page and use the dropdown for each notification type to enable or disable emails for other Team Members.

Who can send campaigns as someone else?

You can limit who has “send from” permissions per account. Contact us via Slack or email to enable strict sending controls.

How do I create a custom QR code for a partner company?

Enable public links for your event, create a referral link for your partner, then use any QR code generator to create a QR code for that specific link.