Created on 10 Apr 2026

Team invite links

Team invite links let you invite someone to join your organiser, event, and a specific team in one step. When the person accepts the link, they're automatically set up with the right access and team assignment — no manual setup needed.

How it works

When you create a team invite link, you choose:

• A team to assign the person to
• A position within that team (e.g. Participant, Crew member, Team lead, or Coordinator)
• How long the link stays valid
• How many times the link can be used

When someone accepts the link, the system will:

1. Add them to your organiser (if they're not already a member)
2. Add them to the event
3. Assign them to the chosen team with the selected position
4. Give them the Volunteer lead organiser role (if they don't already have a higher role)

Creating a team invite link

1. Navigate to your event dashboard
2. Go to Volunteers → Positions
3. Click the Team invite links button
4. Fill in the form:
   • Team — Select the team you want to assign
   • Position — Choose the position level
   • Expires in — How long the link remains valid (1 day to 1 month)
   • Max uses — How many people can use this link (1, 5, 10, 25, 50, or unlimited)
5. Click Generate invite link
6. Copy the link and share it with the person you're inviting

Sharing the link

Once generated, you can:

• Click the copy button to copy the link to your clipboard
• Send the link via email, messaging app, or any other channel
• The recipient does not need an existing account — they can create one when they accept

Viewing existing links

The team invite links modal shows all existing team invite links for the current event, including:

Column	Description
Assignment	The team and position the link assigns
Roles	The organiser role granted
Link	Copy button (or "Expired" if no longer valid)
Expires	When the link stops working
Max uses	How many times the link can be used
Used	How many times it has been used so far
Used by	Who has accepted the link

Revoking a link

If you need to cancel an invite link before it expires:

1. Open the Team invite links modal
2. Find the link in the table
3. Click the delete icon to revoke it

Revoked links can no longer be used, even if they haven't expired.

What the recipient sees

When someone opens an invite link:

• If they're not signed in, they'll see a page showing the organiser name, event details, and the team assignment. They can sign in or create a new account to accept.
• If they're already signed in, the invite is processed straight away, and they're redirected to the event dashboard.

Both the recipient and the invite creator receive an email confirming the acceptance, including the team assignment details.

Common uses

• Onboarding new team leads — Create a single-use link for a specific person with the Team lead position
• Recruiting crew members — Create a multi-use link and share it with a group to join a team as Crew members
• Open team registration — Use an unlimited link to let anyone join a team as a Participant

Tips

• Use single-use links when inviting a specific person to maintain control over who joins
• Use multi-use links when you need to onboard a group to the same team and position
• Set a short expiry for sensitive positions like Team lead or Coordinator
• Check the existing links table regularly to monitor who has accepted and revoke any unused links
• If someone already has an organiser role higher than Volunteer lead, their existing role is kept

Troubleshooting

Link says "Expired"

The link has passed its expiry date. Generate a new one with a longer validity period.

Person wasn't assigned to the team

Check that:

• The link hadn't already reached its maximum number of uses
• The team still exists and is active
• The event is still active

Person has the wrong role

Team invite links grant the Volunteer lead role by default. If the person needs a different organiser role, update it manually in Users after they've accepted.