Team Roles and Event Access
Choose Admin, Analytics, or Mobile App Only access and help your team find the right event.
Each team member uses their own SwarmTix account. Choose a role based on whether they need to manage the event, review its results, or check in attendees.
What does each role mean?
| Role | Use it for | Access |
|---|---|---|
| Admin | Co-organizers who manage the event | Event setup and design, including layout changes, plus analytics and mobile check-in for the team's events. |
| Analytics | Team members who review results and help at the entrance | Analytics and attendee/order reporting for in-person events, plus access to the mobile check-in app. Choose Admin if they also need to manage event setup or design. |
| Mobile App Only | Entrance staff who check tickets | Access to the team's events in the mobile check-in app to scan tickets or look up attendees. Choose Analytics for website reporting, or Admin for event management. |
The invitation form calls the middle option Analytics + Mobile App Only. The members list shortens that to Analytics. These are the same role: mobile check-in is included.
For example, choose Admin for a colleague who needs to change the event layout, Analytics for someone who needs reports and check-in access, and Mobile App Only for someone helping at the entrance.
How teams and events are connected
A role describes what a member can do. Team membership determines which shared events they can access. Make sure the event is assigned to the same team that the person has joined.
Inviting someone does not complete their access: they must accept the invitation using the invited email address. An account that only bought a ticket is not automatically a member of the organizing team.
The You and Member labels in the team list identify your own account and the other people on the team. They are not additional permission levels.
Invite a team member
- Sign in to the SwarmTix website and open Settings → Team.
- Open the relevant team's members list.
- Under Add New Members, enter the person's name and email address.
- Select Admin, Analytics + Mobile App Only, or Mobile App Only, then choose Send Invite.
- Ask them to open the invitation email and complete the joining steps with that email address.
- Check that they appear in the team's members list with the intended role.
Each person should sign in with their own credentials. Do not share the organizer's password. The number of team members available depends on your subscription.
Find the event in the mobile app
- Sign in to the SwarmTix Event Check-In app using the account that joined the team.
- Open the event-management area and select Live for a published event that has not ended.
- Pull down on the list to refresh it.
- Open the event and select the correct date if it has multiple dates.
For scanning and attendee lookup, see Event Check-in.
Troubleshooting access
An Admin cannot see analytics or change the layout
Check the role in the team's members list. After accepting an invitation or after a permission correction, sign out and back in on the website to refresh your session. Use the website for event setup and design; the mobile app is focused on check-in.
A published event appears under Draft
Pull down to refresh the Live list. The app can retain an older event list. If it still looks wrong, sign out and back in, then refresh again. Check the event's publication state and dates on the website before changing anything; you do not need to create a second event to refresh the app.
A team member cannot find the event
Check that:
- They accepted the invitation and signed in with the invited email address.
- They are listed on the same team assigned to the event.
- They have refreshed the event list and checked Live, Draft, and Past as appropriate.
- The event has an active date. Events without a date do not appear in the mobile event list.
An Analytics member already has mobile check-in access. Upgrading them to Admin should not be necessary just to see an assigned event or check tickets.
If access still differs from the role shown, contact [email protected] with the event link, the affected member's email address, their role, and whether they are using the website, iPhone app, or Android app. Never send passwords.