The team panel is where you grant access to anyone outside your account. This article walks the invite flow and the most common issues.
For an overview of what each role can do, start with Roles and permissions explained.
Open the team panel
From the admin dashboard, click your avatar → Team. You’ll see every user attached to your account, with their role, last sign-in time, and the events they have access to.
[SCREENSHOT: team panel with rows showing avatar, name, email, role badge, last-active, and events column]
Send an invite
Click Invite member in the top-right. Fill in:
- Email — becomes their permanent username.
- Role — Admin, Moderator, or Viewer.
- Event access — all events, or specific events.
- Optional welcome note — a one-line note that appears in the invite email.
Click Send invite. The email arrives within a minute. The link in the email expires after 7 days.
What the invitee sees
The invitee 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 events outside their scope.
If they’re already a Fotowall user from a previous account, the invite adds your account to their existing login — they don’t need to create a second account.
Common issues
The invite email didn’t arrive.
Check spam. Some providers initially flag noreply@fotowall.io until you whitelist it. Resending from the team panel generates a fresh token; the old link stops working.
The invitee says the link is expired. Invite links expire after 7 days. Click Resend invite to generate a new one.
I invited the wrong email address. Open the team panel, click the pending invite row, and choose Cancel invite. The link is invalidated immediately. Send a fresh invite to the correct address.
I need to change someone’s role. Click their row in the team panel and choose Edit. Changing roles takes effect immediately; the user sees the new permissions on their next page navigation.
I need to remove someone. Click their row → Remove. They lose access on the next page navigation. Their past actions stay in the audit log under their name — we don’t rewrite history.
Handling event-day contractors
The DJ who only needs access for one night. The venue lead at a one-off venue. The intern.
The right pattern:
- Invite as Moderator with event-scoped access. Only the one event they’re working.
- After the event, deactivate the account from the team panel. They can’t sign in, but the audit log still shows their actions.
Deactivation is reversible — you can re-enable later if you book the same vendor for another event. Removal (vs. deactivation) is also reversible up to 90 days; after 90 days, the account is permanently removed and you’d need a fresh invite.
What to do next
- Roles and permissions explained for the deeper background.
- Manage event access per user for scoping.
- Audit log: who did what when for accountability.