Teams

Teams are the backbone of AccredTix. Every company and department working your event — production suppliers, security, caterers, artists’ crews — is a team. People, passes, guest lists, meals, rooms, vehicles, and documents all hang off teams, and each team gets its own self-service Team Portal.

Teams are workspace-wide

Teams belong to your workspace, not to a single event. Create a supplier once, and next year you simply link the same team to the new event — their details and contacts carry over. On each event, a linked team is assigned to a group (Production Suppliers, Artists…) which controls its defaults.

Creating and linking teams

From the event dashboard, open Teams:

• New Team — create a team and link it to this event in one step.
• Link existing teams — attach teams already in your workspace from previous events.
• Bulk Upload — import many teams from a spreadsheet.

Creating your first team is one of the “Good next steps” on every new event.

The team detail page

Opening a team shows tabs that grow with the modules you’ve enabled:

Team contacts (HODs)

Team contacts are the people who run the team — heads of department, production managers, suppliers’ coordinators. They’re who you’re really working with:

• Add them from the team’s Contacts tab with Add Another Contact (name and email). If the email already belongs to a user in your workspace, they’re linked rather than duplicated — existing details are never overwritten.
• Send (or resend) a welcome email inviting them into the Team Portal.
• Contacts sign in with a magic link emailed to them — no password to manage. If they only have one destination, the link lands them straight in their portal.
• A team’s status shows as awaiting contact until a contact is linked.

Contacts can only ever open their own team’s portal — never other teams or your admin dashboard.

Module access per team

Two layers decide what a team sees in their portal:

1. Group defaults (Settings → Groups) — the starting point for every team in the group.
2. Team Configuration — fine-tune the individual team, e.g. switch Vehicles on for the one trader who drives in.

Available team modules: Accreditation, Guest List, Catering, Inductions, Vehicles, Accommodation, and Documentation.

How teams flow through the modules

A typical supplier’s journey:

1. You create/link the team, assign its group, and add a contact.
2. You allocate — accreditation passes, guest list tickets, meals, room nights, vehicle passes.
3. The contact receives their welcome email and opens the Team Portal.
4. They add their own people, request passes, add guests, tick meals, assign rooms, register vehicles, and upload documents.
5. You approve, monitor the team’s tabs, and check everyone in on site.

For the portal side of this story, see The Team Portal.

Quick reference