How to invite people to your team
Invite someone by email, pick their role, and decide whether they see every event or only some of them.
Your organization on Baila is a workspace of your own — and you can bring other people into it. Each person joins with a role, and the role decides exactly what they see and what they can do. That is how the door staff never sees the finances, and whoever runs the box office never has to touch the event settings.
Somebody always has to invite: nobody joins on their own. The person you invite has to accept the invite that arrives by email.
Where the Team page lives
In the dashboard, click Team in the sidebar. The page opens with the subtitle "Who works with you, and what each person can do." and a list with four columns — Person, Role, Events and Status.
That same list shows two things at once: the people who are already on the team, and the people who were invited and have not answered yet (with the Invite pending status).
If Team does not show up in your sidebar, your role does not give you access to this area. Ask whoever runs the organization.
Step by step
On the Team page, click Invite someone in the top right. A panel slides in from the side with three steps: 1. Who, 2. Role and 3. Where.
Under 1. Who, type the person's Email. Use an address they actually read — that is where the invite goes, and the invite can only be accepted from that same address.
Under 2. Role, pick one of the role cards. Each card carries the name and one sentence explaining what that role allows. Dimmed cards marked ask the owner are roles with more access than your own — you cannot hand out more than you have.
Under 3. Where, choose between All events and Only some events. Picking Only some events reveals the list of your events with a checkbox on each one: tick only the events this person should reach.
Right below the three steps, read the summary sentence the panel writes for you — it describes, in plain language, what this person will be able to do and in which events. If the sentence is not what you meant, go back and adjust the role or the events.
Click Send invite. The person appears in the list straight away, with the Invite pending status.
When you pick Door, the panel switches to Only some events for you. Door staff with access to every event is almost never what anybody meant — but you can switch back to All events if that is really the case.
The eight roles and what each one does
These are the roles your organization starts with — the same sentences you read on the cards:
| Role | What it allows |
|---|---|
| Owner | Full access. The only one who can transfer ownership. |
| Administrator | Can do everything except transfer ownership. |
| Manager | Can do everything except payments, team and organization details. |
| Producer | Creates and edits events, ticket batches and coupons. Does not see finance. |
| Box office | Views and refunds orders, performs check-in. Does not edit events. |
| Door | Only performs check-in at the door. |
| Finance | Only views reports and payouts. |
| Read-only | Sees everything, changes nothing. |
If none of them fits exactly, you can adjust the details under Need something different? Customize and save the result as a new role. That is covered in the article about managing roles.
What the invited person receives
They get an email with the subject "You have been invited to the ... team — Baila". Inside it are your organization's name, a Your role: line, a What you will be able to do as ... block with the role description, and the Accept invite button.
The button opens an invite page on Baila (an address shaped like /invite/ followed by the invite code). What happens next depends on whether they already have an account:
If they already have a Baila account: they click Sign in, log in with the same email address that received the invite, and land inside your organization.
If they do not have an account yet: the same page shows a Create account form with Your name, Email, Mobile and Password (at least 8 characters). The email has to be the same one that received the invite. They click Create account and accept.
Anyone who just created an account sees the Confirm your email screen: Baila sends a confirmation link, they open it, then come back and click Confirmed, sign in to log in and join the team.
As soon as the invite is accepted, their row stops saying Invite pending and starts showing the Active status.
Pending invites: resend or cancel
While an invite has not been accepted, the person's row stays in the list with the Invite pending status and two links beside it:
- Resend — sends the email again and restarts the countdown. Use it when the email got lost or landed in spam.
- Cancel invite — calls the invite off. The link that was already sent stops working.
An email invite is valid for 7 days. After that, anyone opening the link sees "This invite has expired. Ask for a new one." — just click Resend, or invite them again.