Adding Team Members

You can invite team members to your Check-in Pax account so they can help manage events, check in guests, or both.

Before You Begin: Who Can Invite Team Members?

Only Admins have permission to invite new team members.

If you are assigned as a Collaborator (Manager, Host, or Assistant) to an event, you cannot manage the main "Team" of that event. However, you can manage the team for events that you created yourself.

If you don't see an event when trying to assign team members, it means you are not the Admin of that event.

If you are the event Admin, you can:

• Send the invitation directly to your team members.
• Revoke access or remove team members (their Check-in Pax account will not be deleted—they are simply removed from your team and your events).
• Change access permissions for any team member.

How to invite a team member

• Click the Team button in the left sidebar.
• Click the Add Team Member button.
• Enter the team member's email address.
• Select a Role (see Managing Team Member Rights below).
• Choose which Events they can access (see Managing Event Access below).
• Click Invite team member.
• Done! The team member will receive an email with a link to accept the event collaboration invitation and set up their password.

Managing Team Member Rights

Choosing the right role is important because it determines what each person can and cannot do. Here is a breakdown of each role:

Best practice: Assign the minimum permissions needed. For example, give "Collaborator" to your front-door check-in staff and "Viewer" to your marketing team who just needs to see attendance numbers.

Managing Event Access (Expanded)

When you choose which events a team member can access, you have two options:

• All Events: The team member will see every event on your account, including events you create in the future. This is best for Admins who need full oversight.
• Selected Events: The team member will only see the specific events you check off. If you create a new event later, you will need to manually add them to that new event—they will not get automatic access.

Tip: If you are unsure, start with "Selected Events" for new team members. You can always give them access to more events later by editing their profile.

What happens after they accept

They can log in using their own email and password.
Their permissions are applied immediately.
They can see the event under Event Collaborations (if granted access) and Check-in App
You can see them listed on the Team page.

Troubleshooting Common Invite Issues

The team member didn't receive the invite email

• Ask them to check their Spam or Junk folder.
• Add @checkinpax.com to their safe sender list.
• If they still don't see it, return to the Team page, click the three dots next to their name, and select "Resend Invitation." Wait 1-2 minutes.
• If this still does not solve the problem, contact us as at questions@checkinpax.com

I get an error saying "Verification failed - The verification code does not match the account you are logged into."

This error means you are currently logged into a different Check-in Pax account than the one the verification email was sent to.

For example, if you requested a verification code for john@company.com but you are currently logged in as sarah@company.com, the system will reject the code because it doesn't match.

How to fix it:

1. Log out completely from your current Check-in Pax account.
2. • In the lower left corner of the sidebar menu, click on Log Out.
2. Close your browser tab completely.
3. Open the verification email you received and click the link or button again.
4. It will show the correct email address, and you will be able to choose a password if this account does not have a Check-in Pax account yet.
5. Enter the verification code one more time—it should now work without any issues.

Still having trouble? Try requesting a new verification code after logging out and logging back in with the correct account. Old codes expire, so a fresh code often resolves the problem.

Can I remove a team member later?

Yes. Admins can click the trash icon next to any team member on the Team page. This will immediately revoke their access to all events.

Alternatively, if you don't want to remove them completely, you can keep them on your team and simply edit which events they have access to. This way, they remain on your team but can only see and manage the events you specifically assign to them.

Frequently Asked Questions

Is there a limit to how many team members I can add?

No, we do not have fixed limits on the number of team members you can add. However, as a reference, larger events typically do not create more than 10–20 users maximum.

Can multiple people log in with the same account to the Check-in App?

Yes. Instead of creating a separate user for every check-in team member, you can log in with the same email and password across multiple iPads onsite. This is a common practice for events where multiple staff members need to check guests in simultaneously.

Can I invite someone who doesn't have an email address?
No. All team members must have a valid email address to receive the invitation and set up their login.

Can a team member belong to multiple events at the same time?
Yes. They will see all events they have been granted access to under the "Event Collaborations" section of their dashboard.

What if I change my mind about a role after sending the invite?
You can change their role anytime. Go to the Team page, click Edit next to their name, select a new role, and save. Their permissions update immediately.