Event team permissions: give each person exactly the access their job needs.
WebMobi has two layers. Organization owners and admins manage every event in the organization. Anyone else is invited to one event on its Team page with the permissions you tick — edit the event, manage registrations, view analytics, manage payments, manage the team, delete the event. History then shows what was changed and who checked whom in.
Organization roles · per-event permissions you tick · History of changes and check-ins
What it is
Team permissions in WebMobi decide who can open an event in the dashboard on events.webmobi.com and what they can do there. Every account is its own organization until it invites someone, so a solo organizer and a team work the same way. Organization roles cover people who run all of your events; the event’s Team page covers everyone else, one event at a time.
This page is for the person setting up a team before an event: which layer to use for whom, what each permission opens, how to check what someone can do, and what the record shows afterwards.
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Layer one: organization roles
| Role | What it means |
|---|---|
| Owner | Runs the business. Everything an admin can do; only an owner can make someone else an owner or remove one. |
| Admin | Runs its events. Can manage every event in the organization, including each event’s team, and add or remove people in the organization. |
| Member | Belongs to the organization but is not an admin of its events. To let a member help with an event, invite them to that event’s Team. |
Roles are listed in Settings → Organization → People, with each person’s role and badges such as Invited or Suspended; the list can also show Viewer, which, like Member, is not an event admin. Nobody can change their own role — another owner or admin does it.
Layer two: the event’s Team page
For a co-organizer at an agency, a programme editor or the volunteers at the door, invite them to the one event they are working on.
- Open My Events, open the event and choose the Team tile.
- Select Invite teammate, enter their email and set Role to Admin. They do not need a WebMobi account yet.
- Under Permissions, tick what they may do. Edit event, Manage registrations and View analytics start ticked.
- Select Send invitation. If email delivery fails, copy the link shown and send it yourself.
- They open the link, sign in or create an account with the invited email, and choose Accept invitation.
Their row then reads Active with their permissions listed underneath. Before they accept it reads Invite pending or Invited, and they cannot manage anything. After you edit permissions, WebMobi reads the change back — for example “Alex Rivera now has: Edit event, Manage registrations”.
What each permission opens
| Permission | What it lets a teammate do |
|---|---|
| Edit event | Edit sessions, speakers, sponsors, exhibitors and locations, import them from spreadsheets, export the agenda, and read the event’s History. |
| Manage registrations | Run check-in: scan badges, check people in by name, add walk-ins, import attendees and export the attendee check-in list. |
| View analytics | Open Check-in Analytics and download the session attendance report. |
| Manage payments | Work with the event’s payment settings. |
| Manage team | Invite, edit and remove teammates on this event. |
| Delete event | Delete the event. |
What a teammate can do is decided by these boxes, not by the role name. Only the event’s creator or an organization owner or admin can grant Manage team or Delete event; for anyone else those boxes are greyed out.
Setups that work
- Door staff and volunteers: Manage registrations only. They can check people in on the web or in the WebMobi app, including offline in the app, without being able to change the programme.
- Programme editor: Edit event only. They own sessions, speakers and the agenda, and can read History to see what changed.
- Reporting lead: View analytics, plus Manage registrations if they also need the attendee list export.
- Agency running all of a client’s events: make them an organization admin rather than inviting them event by event.
Whoever will check people in with the WebMobi app should sign in on their own phone and confirm they can open the event’s Admin Panel well before the doors open. The event-day dry run walks your team through exactly that on a practice event.
The record of who did what
Every event has a History screen in the dashboard, readable only by the people who manage the event — its creator, the organization’s owners and admins, and teammates who accepted with Edit event. Anyone else is told the event was not found, so History does not even reveal that an event exists.
| History tab | What it records |
|---|---|
| Check-ins | Every check-in and walk-in, repeats included: the attendee, the time at the desk, the session or Whole event, QR scan or by name, the staff member, the device, and an Offline label with the time it synced. |
| Content changes | Changes to the event, sessions, speakers, sponsors, exhibitors, ticket types, registrations, branding and team, with each field before and after. Removals keep the whole record as it was. |
Content changes name the person for edits to the event’s details on the web and for changes made through AI — the dashboard assistant or an AI assistant you connected. Changes from most other dashboard screens, spreadsheet imports and registrations are recorded with their before and after but shown as “The system”: History names nobody rather than guessing. More on the check-in record on event check-in.
What it does not do
Written down here so you find out now, not on event day.
Permissions are set event by event
There is no saved permission set to apply across events. For someone who works on every event, use an organization admin role instead.
Invitations expire after 7 days
If a teammate sees “Invitation expired”, remove the row and invite them again.
No pause, and removal is immediate
To take access away use Remove from event; it happens straight away, with no confirmation.
Most dashboard edits are not yet named in History
Session, speaker, sponsor and exhibitor edits, imports and registrations show “The system”. Check-ins always show the staff member from 17 September 2026.
History is read-only and cannot be exported
Nothing in History can be undone, edited or deleted, and it is not in the mobile app.
Being on a team does not unlock plan features
Features that depend on your plan, such as the live Check-in Console, still depend on the plan.
Select Venue lists only your own and verified venues
A teammate adding a location can type a custom address; or the owner links the venue once.
Access is managed inside WebMobi
Teammates sign in with their own WebMobi accounts, and access comes from organization roles and event Team pages. It is not driven by your company’s directory.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Admin access, walk-ins, Check-in Console, dates and event URL
Who can run the desk, adding a walk-in on the web, and the History check-in audit.
Event History and check-in audit trail
Who changed the event and who checked in whom — staff member, device, offline or not, repeat scans.
Prepare check-in staff phones
A per-phone checklist: account, app version, the saved list and sessions, an airplane-mode test.
Event-day dry run: prove your team is ready
Rehearse check-in on a practice event, including a two-phone no-signal drill.
What each plan includes is on the pricing page.
FAQ
What is the difference between an organization admin and an event teammate?
Organization owners and admins can manage every event in the organization, including its team. An event teammate is invited to one event and can do only what you ticked for them there.
Can I give door volunteers check-in access without letting them edit the event?
Yes. Invite them to the event’s Team with Manage registrations and untick Edit event and View analytics. They can check people in, add walk-ins and export the attendee list, but not change the agenda.
Do teammates need a WebMobi account before I invite them?
No. You invite them by email. They open the link, sign in or create an account with that email, and accept. Until they accept, they cannot manage anything.
Can a teammate change their own permissions?
No. Teammates cannot change their own permissions, and nobody can change or remove the event’s owner. Only the event’s creator or an organization owner or admin can grant Manage team or Delete event.
Can I see who changed something or who checked someone in?
Yes, in the event’s History. Check-ins show the staff member and the device. Content changes show what changed before and after; edits to the event’s details on the web and changes made through AI name the person, while most other dashboard edits are shown as “The system”.
Who can read the History of an event?
Only the people who manage it: the creator, the organization’s owners and admins, and teammates who accepted an invitation with Edit event. Anyone else is told the event was not found.
How do I take someone’s access away?
On the event’s Team page, choose Remove from event on their row; it happens straight away. For organization roles, an owner or admin changes or removes them in Settings → Organization → People.
How many people can I add?
The number of team members depends on your plan; the pricing page shows what each plan includes.
Set up your team before event day.
Create your event, invite each teammate with the permissions their job needs, and rehearse check-in with them on a practice event.