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, the workspace owner, what happens when someone leaves, and profile basics.

Creating your workspace

The Conference Hero team sets up your company's workspace and emails an invite to your first Admin. That person creates their account from the invite link. You can rename the workspace later in Settings.

As the first Admin, they also accept our Terms of Service on behalf of your company, and we email them a PDF copy for your records. Everyone who joins later works under that acceptance, so they don't need to accept again.

The first Admin becomes the workspace owner (see below).

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 under Pending Invites in Settings until they are accepted, so you can see who has not joined yet. Admins can resend the email, copy the link, or click the trash icon to revoke an invite. A revoked link stops working right away.

Roles and permissions

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

A workspace that runs Campaign Hero on its own keeps this simple: everyone is an Admin, and Event Staff (a booth-crew concept) does not appear. The roles below apply to workspaces that run Conference Hero.

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.

The workspace owner

Every workspace has one owner, marked with an Owner badge in Settings → Team Members. The owner is an Admin with one extra power: only the owner can deactivate or demote other Admins. Nobody can deactivate or demote the owner.

To hand the workspace to someone else, the owner clicks Transfer ownership in Settings → Team Members and picks an Admin or Member. A Member is promoted to Admin. The previous owner stays an Admin, and the new owner can then deactivate them if they are leaving.

If the owner has already left and can't transfer ownership, contact your CSM. The Conference Hero team can move ownership for you.

Keep at least two Admins. If your workspace has only one, Settings shows a reminder, because nobody else could manage the team if that person left.

When someone leaves

Go to Settings → Team Members and click Deactivate next to their name. Before anything changes, you choose where their work goes:

• Leads and open tasks move to a teammate you pick, or stay unassigned.
• Campaigns where they are the sender move to a teammate you pick, or pause so you can choose a sender later. A paused campaign shows a Change sender card on its page for Admins. The new sender needs a connected mailbox before the campaign can resume.

Deactivating also stops anything from acting as that person:

• They are signed out everywhere, including the mobile app, and can't sign back in.
• Their connected mailbox, calendar, and LinkedIn are disconnected, so no email is ever sent from their inbox after they leave. For Google accounts, the stored access is deleted and Conference Hero asks Google to revoke it. Their LinkedIn account is also removed from our LinkedIn provider.
• Their personal capture links stop working, and nobody can assign them new tasks, leads, meetings, or shifts.
• Their API tokens stop working, and their booking link is turned off.
• Emails they queued but had not sent are not sent.

Upcoming meetings stay on their calendar, so reschedule them with a teammate if needed. If they connected the shared Workspace Calendar with their own account, or HubSpot owners are mapped to them, the Deactivate dialog says so: reconnect the calendar from your own account and update the HubSpot owner mapping. New HubSpot contacts that would have gone to them go to your HubSpot default owner, or stay unassigned. Past activity keeps their name. If a campaign's sender is deactivated some other way, the campaign pauses itself and your Admins get a notification.

You can reactivate someone later from the Inactive Members list. They can sign in again right away, and will need to reconnect their mailbox, calendar, and LinkedIn.

Help from the Conference Hero team

If your plan includes setup help, someone from the Conference Hero team can work inside your workspace to set up your conferences, tasks, budgets and event pages with you. They're listed under Settings → Team Members → Conference Hero support with the date their access ends, and wherever their name appears it reads like "Jane Doe (Conference Hero)".

• They don't use a seat and aren't a member of your team, so they never get your team's notifications or show up in assignee lists.
• Everything they do is in your Audit log under their name, including each time they open the workspace.
• They can add and import leads for you. Before an import they confirm, on your company's behalf, that the contacts were collected lawfully, and that confirmation is saved in your audit log under their name. Only send them contacts your company is allowed to use.
• Leads they add go to the teammate they pick, or stay unassigned. They never own leads themselves.
• They don't accept the Terms for you, connect accounts (email, calendars, HubSpot, Slack), send email to your leads, change billing, or change your teammates' roles. Those stay with your team.
• Their access ends on the date shown. To change it, contact your Conference Hero team.

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 business hours at Profile → My timezone. They show your free time when you email a lead, and you can hold lead emails to them.
• Pick your email notifications at Profile → Email Notifications. New teammates start with these on: Prospect Scheduled Meeting, Conference Wrap-up Ready, Manual Campaign Step Due (Campaign Hero), Weekly Summary, and the Conference Hero Newsletter. Task-due reminders and budget alerts start off, so turn on the ones you want. The weekly summary and task-due reminders arrive at 8 AM in the time zone set under Profile → My timezone.

Resize table columns

Every table in Conference Hero and Campaign Hero (leads, companies, research lists, meetings, campaigns, reports and more) lets you drag a column's right edge in the header to make it wider or narrower. Your widths are remembered in this browser, per table, and stay when you show or hide other columns. Double-click the edge to reset the table to its automatic widths.

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.