The first thing every event lead does after creating their event is invite the people who’ll actually be moderating during the night. This guide covers the invite flow, what each role can do, and how to handle the most common edge cases.
Why invite a team rather than share your password
Three reasons it’s worth the extra two minutes:
- Audit log. Every approve, reject, pin, and delete is attributed to a real person. When a guest later asks “why was my photo removed?” you can see who removed it and when.
- Session safety. When the event ends, you can deactivate the venue iPad’s account in one click — no need to change passwords or sign anyone out manually.
- On-site delegation. The DJ, the planner, and the venue lead can each have their own access scoped to the one event without seeing the rest of your dashboard.
Step 1: Open the team panel
From the admin dashboard, click your avatar in the top-right and choose Team. You’ll see a list of every user attached to your account, their role, and their last sign-in time.
[SCREENSHOT: team management panel listing four users with role badges and last-active timestamps]
Step 2: Click “Invite member”
You’ll be asked for three things:
- Email address. The invite email goes here. The address becomes their permanent username.
- Role. One of Admin, Moderator, or Viewer (see below).
- Event access. Either all events, or a checkbox list of specific events.
We never send marketing email to invited team members. The invite email contains only the sign-in link and expires after 7 days.
Step 3: Choose the right role
Three roles, ordered by capability:
- Admin — full access. Can create events, change billing, invite/remove team members, and edit every setting on every event. Use sparingly: typically the event lead and one backup.
- Moderator — can approve, reject, pin, and delete photos on the events they have access to. Cannot create events, change billing, or change team membership. This is the right role for the planner, the DJ, the venue lead, and most on-site staff.
- Viewer — read-only. Can see the wall and the queue but cannot act on photos. Use for stakeholders who want visibility (the bride’s parents, the sponsor’s marketing manager) without the risk of an accidental click.
A deeper breakdown is at Roles and permissions explained.
Step 4: Scope event access (optional, but recommended)
If you run more than one event a year, scope each team member to only the events they’re working. The vendor planning the Smith wedding doesn’t need to see the queue for the corporate offsite three months later.
Choose Specific events and check the events they need. You can extend access later from the event’s settings page.
Step 5: Click “Send invite”
The invite email arrives within a minute. Watch for it in spam the first time — most providers mark a new-domain sender as suspicious until you whitelist noreply@fotowall.io.
The invited user clicks the link, sets a password, and lands directly in the admin dashboard scoped to the events you assigned. They never see your billing page or other events outside their scope.
Common issues
“They didn’t get the email.” Check spam, then resend from the team panel. The Resend button generates a new token; the old link stops working.
“I want to remove a team member.” Click their row in the team panel and choose Remove. They lose access immediately. Their past actions stay in the audit log under their name — we don’t rewrite history.
“Can I have two admins?” Yes, and we recommend it. If the primary admin is mid-flight on event day, the backup admin can still approve photos and change settings.
“What about contractors who only need access for the event night?” Use the Moderator role with event-scoped access. After the event, deactivate the account from the team panel. Their account is preserved (so the audit log stays meaningful) but they can no longer sign in.
What to do next
- Generate printable QR codes for guests.
- Audit log: who did what when so you know how to find it when you need it.
- Display the wall on a TV at your venue for a dry run.