Committee Management System | Planadar Help

Committee Management System

Your committee is the group of people who help you run one event. You invite them by email, choose what each of them can do, and take access away at any time.

Where to find it

Open the Organizer Panel, choose the event, and open the Committee tab. Only the event's organizer (and Planadar admins) can see and change the committee.

Invite someone

1. Click Invite Member.
2. Enter their email address. They do not need a Planadar account yet.
3. Choose their committee role, an optional department, and whether they may use the check-in scanner.
4. Click Send Invitation.

They get an email with a link that works for 7 days. They open it, sign in with that email address (or create an account with it and confirm the email), and press Join the committee. Until they do, they are listed under Waiting for an answer, where you can Resend the email (once a minute at most) or Withdraw the invitation, which stops its link working.

Good to know:

• Only the invited address can accept. Someone who is forwarded the email, or who signs in with a different address, is told the invitation is for another account and nothing changes.
• Nobody joins without saying yes. Inviting never adds a person by itself.
• If you invite someone who is already on the committee, their role, department and access stay exactly as you set them (an inactive member simply becomes active again).
• To keep invitations from being misused, you can send up to 15 an hour and 40 a day, an event can have up to 100 open invitations, and one address receives at most 3 invitation emails a day.

Roles

The role is a label for who does what: Chair, Co-Chair, Treasurer, Secretary, Marketing Lead, Logistics Coordinator, Technical Lead, Staff Member. A role does not give extra powers by itself; what a member can do is set by their access level and the check-in scanner switch.

What a member can do

• Check people in: a member with Full Access, or with the Check-in scanner switch on, can use the mobile scanner (Scan in the bottom bar) and the Staff Check-In link for this event only. Door staff need nothing else.
• Help tickets and the Lost & Found desk: members with Full Access or Limited Access can see and answer the event's help tickets and work its lost-and-found reports. A Read Only member cannot: a ticket or a report holds an attendee's message and contact details. Internal notes on a ticket are for staff only; the person who filed the ticket never sees them.
• Private events: members never need the event's access code.
• Their own role and access: a member cannot change their own role, access level, permissions or status; only you can.

Manage members

Each member has controls for Access level (Full, Limited, Read Only), the Check-in scanner switch, Status (Active or Inactive: Inactive keeps the record and removes their access) and Remove. Export Contacts downloads the roster. Open Staff Check-In and Copy Link give you the check-in page for your door staff.

If a name shows as Unnamed member, that person has not put a name on their profile yet; their email is shown instead.

Pro Tip: invite the people who will work the door with the check-in switch on and nothing more, and keep Full Access for the few people who run the event with you!