Managing Users and Access

This guide explains how to add people directly to your event and give them access to specific rooms — without going through Shopify or importing a CSV file. This is the simplest way to grant access one person at a time, and it is the most common way to set up talent, moderators, staff, and VIPs.

Table of Contents

1. When to Use Direct User Access
2. Choosing the Right Approach
3. How to Get to the Users Tab
4. Adding a Single User
5. What Happens After You Add Someone
6. Managing Existing Users
7. Understanding User Status
8. Changing a User's Role
9. Removing a User's Access
10. Searching and Filtering Users
11. Sending Email Reminders
12. Exporting Your User List
13. Common Questions

When to Use Direct User Access

Adding users directly is the right choice when you need to give someone access to your event without them purchasing a ticket through Shopify or another sales platform. Common situations:

• Talent and performers — The artist headlining your event needs access to the Main Stage and Meet & Greet rooms.
• Moderators — Someone who will manage chat, monitor the audience, or run Q&A during a live session.
• Staff and crew — Team members who need to be in rooms to manage the event behind the scenes.
• VIPs and guests — Special guests, press, sponsors, or anyone who should get complimentary access.
• Test accounts — Adding yourself or a colleague to test that rooms are working before the event goes live.
• One-off additions — A customer who bought through an unusual channel and you just need to get them in quickly.

If you need to add a large number of paying customers at once, the Importing Sales via CSV guide is more efficient. If customers are buying through the official Shopify store, that happens automatically — see Selling in Shopify.

Choosing the Right Approach

Not sure which method to use? Here is a quick comparison:

You can use all three methods on the same event. They do not conflict with each other. A user added directly will show up alongside users who came in through Shopify or CSV import.

How to Get to the Users Tab

1. Log in to your Eventuall dashboard.
2. In the left sidebar, click Events.
3. Click on your event to open the event detail page.
4. At the top of the page, you will see tabs: Details | Users | Orders | Rooms | Tickets | Livestreams | Recordings
5. Click the "Users" tab.

You are now on the Users page. This shows everyone who has been added to or has access to your event, regardless of how they got there (directly added, Shopify purchase, CSV import, etc.).

Adding a Single User

Step 1: Click "Add User"

On the Users tab, look for the "Add User" button. Click it to open a dropdown menu with two options:

• "Add Single User" — This is what you want. Click it.
• "Import from CSV" — This is for bulk user imports from a spreadsheet (a different workflow).

Click "Add Single User". A pop-up window titled "Add User" will appear.

Step 2: Enter the Person's Email

In the Email field, type the person's email address. For example: artist@example.com.

As soon as you type an email with an @ sign, the system will check if this person already exists in Eventuall:

• If they are a new person (not in the system yet): The name fields below will be editable so you can fill them in.
• If they already exist (they have an account or were previously added): You will see a blue info banner that says "Existing user found" along with their name. The name fields will be pre-filled and grayed out since their profile already exists. You can still assign them to new rooms.

Step 3: Enter Their Name (New Users Only)

If this is a new person, fill in:

• First Name (required) — Their first name.
• Last Name (required) — Their last name.
• Display Name (optional) — How their name will appear publicly to others in the event. If you leave this blank, their first and last name will be used. This is useful for talent who go by a stage name.

If the person already exists in the system, these fields will be pre-filled and you cannot change them here.

Step 4: Add a Profile Photo (Optional)

You will see a small circle near the name fields. You can click it to upload a profile photo for this person. This is entirely optional — if you skip it, the person will get a default colored avatar.

If you do not want to upload a photo but want to pick a specific avatar color, you can click the color picker option to choose from a grid of colors.

Step 5: Assign Rooms and Roles

Below the name fields, you will see a table listing all the rooms in your event. Each row has three columns:

For each room you want this person to have access to:

1. Check the "Access" checkbox next to the room name. This enables the role dropdown for that room.
2. Select a role from the dropdown. The role determines what the person can do in that room (for example, whether they are a viewer, a performer on stage, or a moderator).

You must assign at least one room with a role. You can assign the same person to multiple rooms with different roles — for example, "performer" in the Main Stage room and "participant" in the Meet & Greet room.

If the person already has access to some rooms (because they were previously added or bought a ticket), those rooms will show a checked checkbox that is grayed out with their current role displayed as a badge. You can still add them to additional rooms they do not have access to yet.

Step 6: Click "Add User"

Once you have filled in the required fields and assigned at least one room, click the button at the bottom:

• "Add User" — If this is a new person being added for the first time.
• "Assign to Rooms" — If this person already exists and you are giving them access to new rooms.
• "Update Roles" — If this person already has access and you are only changing their role in an existing room.

The system will process the request and close the window. The person will now appear in the users list on the Users tab.

What Happens After You Add Someone

When you add a user, several things happen automatically:

1. If the person is new (no Eventuall account yet): The system creates a pending profile for them using the email you entered. They will show up in the users list with an "Invited" status badge.

2. An email is sent to the person with event details and a calendar invite. This email lets them know they have been added to the event and provides a link to access it.

3. Room access is granted immediately. When the person signs up or logs in with the email address you entered, they will automatically see the rooms you assigned them to.

4. The person appears in the Users tab right away, so you can see everyone who has been added to the event.

Managing Existing Users

The Users tab shows a table of everyone who has access to your event. Each row shows:

You can click on any row to expand it and see which specific rooms that person has access to and what role they have in each room.

Clicking on an expanded room row opens a detail panel on the right side of the screen where you can:

• View and edit the person's profile information (display name, city, state, country, pronouns, about text)
• Change their role in that room
• Revoke their access to that room

Understanding User Status

Each user has one of two statuses:

• Invited (orange badge) — This person has been added to the event and an email was sent, but they have not yet logged in to Eventuall. They have a pending profile. Once they create an account or log in with the email address you used, their status will change to Active.

• Active (blue badge) — This person has logged in to Eventuall. They have a full account and can access the rooms they have been assigned to.

Both statuses have full room access — the difference is only whether the person has logged in yet.

Changing a User's Role

If you need to change someone's role in a room (for example, upgrading a viewer to a moderator):

1. On the Users tab, click the user's row to expand it.
2. Click on the room row you want to change. A detail panel will open on the right side.
3. Find the Role dropdown and select the new role.
4. Click "Save" to apply the change.

Alternatively, you can click "Add User" > "Add Single User", enter the person's email (the system will recognize them as an existing user), and update their role from the assignment table.

Removing a User's Access

If you need to remove someone's access to a room:

1. On the Users tab, click the user's row to expand it.
2. Click on the room row you want to revoke access for. The detail panel will open.
3. Click the "Revoke" button (red, at the top of the panel).
4. A confirmation dialog will appear asking you to confirm. Click to confirm.

The person will immediately lose access to that room. If they had access to multiple rooms and you only revoked one, they will still have access to the other rooms.

Searching and Filtering Users

The Users tab has tools to help you find specific people:

• Search bar — At the top of the users list, there is a search field with the placeholder text "Search users (name, email, or display name)." Type any part of a person's name, email, or display name to filter the list.

• Room filter — There is a dropdown to filter by room. By default it shows "All Rooms". Select a specific room to see only the people who have access to that room.

The users list also auto-refreshes periodically, so if someone new is added (for example, through a Shopify purchase), they will appear without you needing to reload the page.

Sending Email Reminders

You can send reminder emails to everyone in your event (or everyone in a specific room) from the Users tab:

1. Look for the "Email Reminder" dropdown button.

2. Click it to see your options:

   • Scheduled reminders:
     • Week Out — Sends one week before the event starts
     • Day Out — Sends one day before the event starts
     • Hour Out — Sends one hour before the event starts
   • Manual:
     • Send Now — Sends the reminder immediately

3. A confirmation dialog will appear. Confirm to send.

4. After sending, you will see a result showing how many emails were sent and how many failed (if any).

If you have a room filter active, the reminder will only be sent to users in that filtered room.

Exporting Your User List

You can download a spreadsheet of all users in your event:

1. Click the "Export CSV" button on the Users tab.
2. If you have a room filter active, you can choose to export all rooms or only the filtered room.
3. A confirmation dialog will appear. Confirm to download.
4. A CSV file will download to your computer with all user information.

This is useful for record-keeping, sharing attendee lists with your team, or importing into other tools.

Common Questions

Can I add someone to multiple rooms at once?

Yes. When you add a user, the room assignment table shows all rooms in your event. You can check multiple rooms and assign a role for each one — all in a single action.

What if I add someone who already bought a ticket through Shopify?

The system will recognize them by their email address. You will see the "Existing user found" banner. Their existing room assignments will be shown (with grayed-out checkboxes), and you can add them to additional rooms if needed. Nothing will break — the system handles this gracefully.

Do I need to add talent and moderators before the event starts?

It is best practice to add them before the event so they have time to log in, test their access, and familiarize themselves with the platform. However, you can add someone at any time — even during a live event — and they will get access immediately.

What roles are available?

The available roles depend on how your event is configured. Common roles include viewer, participant, performer, and moderator — but your event may have different roles set up. The role dropdown in the Add User modal will show all roles available for your event.

Can I add someone without sending them an email?

No. When you add a user, the system automatically sends them an event reminder email with a calendar invite. This is a fire-and-forget process — if the email fails to deliver (for example, due to a typo in the email address), the user is still added to the event. But you cannot skip the email step.

What is the difference between adding a user here and importing via CSV?

Both methods end up in the same place — the person gets access to the rooms you specify. The difference is scale and workflow:

• Add User (this guide): Best for adding a few people one at a time. You fill out a form, pick rooms and roles, and the person is added immediately with an email notification.
• CSV Import: Best for adding many people at once from a spreadsheet. You prepare a file with all the data, upload it, and everyone is processed in bulk. See Importing Sales via CSV.

I added someone with the wrong email. How do I fix it?

Revoke the access for the incorrect email (see "Removing a User's Access" above), then add the person again with the correct email address.