Setting Up Your Workspace and Team

Your workspace is where your whole team plans conferences, captures leads, and runs follow-up together. Set it up once, get the roles right, and everything else falls into place. This article covers workspace creation, inviting people, the four roles, and profile basics.

Creating your workspace

When you sign up, Conference Hero creates a workspace for you. Give it a name your team recognizes, like "Acme Marketing" or "Field Events". You can rename it later in Settings.

The person who creates the workspace becomes its first Admin.

Inviting your team

1. Go to Settings → Team Members.
2. Click Invite Member.
3. Enter the email address and pick a role.
4. They receive an invitation email with a join link.

Invites stay visible in Settings until they are accepted, so you can see who has not joined yet.

Roles and permissions

Conference Hero has four workspace roles. Pick the lowest role that lets someone do their job.

Admin

Full access: integrations, billing, team management, and everything Members can do. Admins also manage the workspace calendar connection and can approve budget items. Keep the Admin count small.

Member

The working role for most of the team. Members create conferences, capture and manage leads, run tasks, and send follow-up emails from their own connected mailbox. Members cannot change billing, integrations, or team settings.

Viewer

Read-only access. Good for executives or sales leaders who want to see reports and lead lists without changing anything. Viewers cannot capture leads or send emails, but they can connect their own inbox and calendar for their profile.

Event Staff

Event Staff are people without an account: booth crew, contractors, agency partners. They never log in, get no notifications, and do not use a paid seat. You can still assign them tasks, booth shifts, meetings, and conference attendance, so your schedule reflects who is actually working the booth.

Add Event Staff from Settings → Team Members → Event Staff (Admins) or from step 1 of the conference wizard (Admins and Members). Removing an Event Staff person is a soft delete, so their name stays on past shifts and tasks. Wherever they appear, a Staff badge marks them so nobody expects them to see a notification.

Seats and limits

Paid seats count Admins, Members, and Viewers. Event Staff are free and unlimited. Seat counts per plan are listed on the pricing page and in plans, billing, and settings.

Profile basics

Each person should take five minutes on their own profile:

• Connect your email at Integrations → My Email so lead follow-ups send from your own Gmail or Outlook. Without it you cannot send lead-facing email. See connecting your email.
• Connect your calendar at Integrations → My Calendar so meeting invites reach leads and your availability powers the find-a-time picker and your booking link.
• Set your send window if you only want follow-ups going out during your working hours.

Next steps

With the team in place, create your first conference. If you use HubSpot or Slack, an Admin should connect them early: see HubSpot integration and Slack and calendars.