Your Team, Your Roles: Admins, Scan-Only Staff & Report Recipients

A great event is never a solo act. You’ve got an event chair, a couple of officers, a squad of volunteers working the door, and a board that wants to see how the numbers are tracking. The question isn’t whether to bring them in — it’s how to give every one of them the right access without handing over the keys to everything.

Too many tools force a bad choice: either someone is a full admin who can see your money and change your settings, or they’re locked out entirely. That’s how a door volunteer ends up staring at your financials, or a board member accidentally changes a ticket price. EventPassHero solves this with role-based access — give each person exactly the access they need, and nothing they don’t.

The principle: least access, by default

Think of every role on your event like a key. A master key opens everything. A door key only opens the door. A window you can look through but not climb into. The mistake most organizations make is handing everyone a master key because it’s easier — and then hoping nobody touches the wrong thing.

EventPassHero gives you three clean tiers so you never have to over-share. Let’s walk through each one.

The right person should see exactly what they need to do their job — no more, no less.

1. Event Admins — your co-pilots

Some people need the full picture. Your event chair, your treasurer, a trusted officer — these are the people building and running the event alongside you. For them, you can add multiple event admins to help manage an event. They get the keys to do real work: edit details, manage tickets, pull reports, and keep things moving when you’re not the one logged in.

This is the role you hand out deliberately — to the handful of people you’d trust with the master key. Everyone else gets something more focused.

2. Scan-Only Staff — the door crew

Now for the volunteers working the entrance. They have exactly one job: check people in fast and keep the line moving. They do not need to see how much money you’ve made, change a single setting, or have the ability to refund anyone.

So you invite them as check-in staff with scan-only permissions. They can check attendees in, but they can’t see financials, change event settings, or issue refunds. It’s the perfect role for the cousin you recruited an hour before doors, or the rotating crew of volunteers you’d never want anywhere near the refund button.

This pairs perfectly with the organizer app. Your door crew opens the app on their own phones, scans tickets at the entrance, and the line keeps moving — all without ever touching the parts of the event that aren’t their business.

3. Keep your board in the loop — automatically

Then there’s leadership: the board, your chapter advisor, the national office. They don’t need to run anything — and they don’t need a login either. They just want to know how the numbers are tracking. So instead of handing out another account, you add them as automated report recipients — an email distribution list that gets your sales and member accountability numbers delivered straight to their inbox.

Your treasurer, your advisor, your national chapter — the report just shows up on a schedule. No dashboard to remember, no password to reset, no risk of someone accidentally changing a setting. It’s the hands-off way to answer “how are we doing?” — the numbers come to them.

Multiple event admins Scan-only check-in staff Automated report emails One-click revoke

4. The event’s over? Revoke in one click.

Here’s the part that keeps your account clean over time. The volunteer crew, the temporary admin, the advisor who only needed access for one gala — when an event wraps, you can revoke anyone’s access in one click. No lingering logins, no “who still has access to what?” six months later. Access in when you need it, access out when you don’t.

How it all fits together

These roles aren’t isolated features — they’re how a well-run organization actually operates. Each tier maps to a real person on your team:

The bottom line

Running an event takes a team, but it shouldn’t mean handing everyone the keys to everything. Give your co-pilots full admin, give your door crew scan-only, email the numbers to the board and leadership who just need to stay in the loop — and pull everyone’s access the moment the event is done. Everyone gets exactly what they need, and nothing they don’t.

Ready to put the right people in the right roles? Create your event and set up your team, or book a quick demo and we’ll map out your roles with you.

Raise More Money With Less Stress.

Sell more tickets. Stay in control. Built for organizations that move the community.

Start selling tickets →