Managing your team and roles

Everyone in your organisation has three things that decide what they can do in Mint:

	What it decides
Role	Which tasks they can do, such as sending emails or checking guests in
Licence	An upper limit on what their role allows. Admins aren’t limited by their licence
Groups	Optional. Which events they can see, for example only their region’s

You manage all three under Team & roles in the sidebar. The page has three tabs: Members, Roles and Groups.

Team & roles is only in the sidebar for people who can make changes on it: Admins, Group Managers and Event Organisers. They can see who is in the team and what the roles are. To make changes:

• Inviting, changing, disabling and removing members, and managing groups, needs the Admin or Group Manager role.
• Event Organisers can invite people with a read-only role, such as Viewer. See Inviting as an Event Organiser.
• Nobody can give someone more access than they have themselves, or change, disable or remove someone who has more. For example, a Group Manager can’t invite an Admin or change an Admin’s role.
• If you’re in one or more groups, you can only invite people into your own groups, and only manage people who are in them.
• Creating and editing roles needs the Admin role, on any licence.
• Only Admins can make someone an Admin.

Invite someone

1. Open the Members tab

   Go to Team & roles. The Members tab opens first.

2. Select Invite member

   The Invite a team member window opens.

3. Enter their details

   Fill in Email and, if you like, Name. They can change their name when they accept.

4. Choose their role and licence

   Role starts as Event Organiser and Licence as Host. See Roles and Licences below.

5. Choose their groups

   If your organisation uses groups, tick the groups they belong to. Leave them all unticked to let them see every event.

6. Select Send invitation

   Mint emails them an invitation, and shows Invitation sent with the same link. Use the copy button to share it with them another way, for example in a chat message.

They appear in the list with the status Invited until they open the link and choose a password. See Accept an invitation.

Inviting as an Event Organiser

Event Organisers can invite people to follow along without changing anything, for example a client or a manager. The steps are the same, with these limits:

• Role only lists read-only roles, and starts as Viewer.
• Licence only goes up to your own licence.
• There are no groups to choose. The new member gets the same groups as you, so they can only see the events you can see.

To give someone any other role, ask an Admin or Group Manager.

One organisation per email address

An email address can only belong to one account in Mint. If the person already has an account, you see That email already has an account.

Sending a new invitation

There’s no button to send an invitation again, and the link is only shown once. If someone has lost their invitation:

1. Cancel their invitation

   On the Members tab, open the menu at the end of their row and select Cancel invitation. Their old link stops working.

2. Invite them again

   Select Invite member and enter the same email address. They get a new invitation.

Roles

Every organisation starts with seven roles. You can edit what each one allows (see Create or edit a role), so yours may differ from the list below.

Role	Who it’s for	What they can do
Admin	People who run Mint for your organisation	Everything
Group Manager	People who run events and people for a department or region	Everything except creating and editing roles, custom contact fields, data retention and anonymisation, and integrations
Event Organiser	People who run events from start to finish	Create and edit events and their pages, apply brand kits, manage guests and contacts (including importing and exporting), manage tickets and extras, cancel orders, draft and send emails, manage the virtual venue and sessions, check guests in, manage event calendars, and invite Viewers. They can’t delete or archive events or create custom contact fields
Creative Specialist	Designers	Edit event pages, apply brand kits, manage the brand library and template library, draft emails (but not send them), and manage event calendars
Integrations Specialist	People who connect other tools	Manage integrations and API keys, and export guests and contacts
On-Site Specialist	Door staff on the day	See events and guest lists, and check guests in
Viewer	People who need to keep an eye on things, such as a client	Read-only access to the guest lists and results of the events they’re added to, and they can download those guest lists. They don’t see any other events, or the contacts list.

Every role except On-Site Specialist and Viewer can also see events, guest lists, contacts and reports.

Giving a Viewer access to an event

A Viewer sees nothing until you add them to an event. Open the event’s Settings and add them in the Collaborators card. See Collaborators.

Tip

Only the Admin and Group Manager roles can give people any role or manage the team. Give these roles only to people you trust with everyone’s access. Event Organisers can only invite Viewers.

Change someone’s role

On the Members tab, open the menu at the end of their row, select Edit and choose a new Role. See Edit someone’s details.

You can’t change your own role. Ask another admin to do it.

Create or edit a role

1. Open the Roles tab

   Each role is shown as a card with its description, how many permissions it has and how many members use it. The seven starting roles are marked default role.

2. Select New role, or edit an existing one

   Select New role, or open the menu on a role’s card and select Edit permissions.

3. Name it and choose its permissions

   Fill in Name and Description, then tick the permissions the role should have. They’re grouped by area: Events, Design, Guests, Contacts, Ticketing, Email, Virtual venue, On-site, Reporting, Hubs, Integrations, Team and Security.

4. Select Save role

   The change applies to everyone with that role.

You can delete a role you created: open the menu on its card and select Delete. If anyone still has that role, you see Reassign users before deleting this role; give them another role first. The starting roles can be edited but not deleted.

Caution

You can’t take Create & edit roles away from your own role, so you can’t lock yourself out of role management.

Licences

A licence sets an upper limit on what someone’s role allows. If their role allows something their licence doesn’t, they can’t do it.

Admins are the exception. They manage everything in your organisation’s account, whatever their licence. Any role that can create and edit roles counts as an admin role.

Licence	What it allows
Builder	Everything their role allows
Host	Everything except managing the brand library, form library and template library, creating and editing roles, data retention and anonymisation, and integrations
Crew	Only seeing events and guest lists, and checking guests in, whatever their role

For example, a Group Manager with a Host licence can’t manage the brand library. An Admin with a Host or Crew licence can still do everything.

To change someone’s licence, open the menu at the end of their row on the Members tab, select Edit and choose a new Licence. Admins can change their own licence; see Edit your own details.

Edit someone’s details

1. Open their details

   On the Members tab, open the menu at the end of the person’s row and select Edit.

2. Make your changes

   You can change their:

   • Name
   • Role and Licence: you can only choose ones that give no more access than you have
   • Status: Active or Disabled. See Disable or remove someone
   • Groups: tick each group they belong to. If you’re in groups yourself, you can only choose your own

   You can’t change their email address. To use a different one, remove them and invite them again.

3. Save

   Select Save changes. You see Member updated.

You can’t edit anyone who has more access than you.

Edit your own details

Admins can edit their own Name, Licence and Groups: open the menu at the end of your own row and select Edit. You can’t change your own role or status, so you can’t lock yourself out. Ask another admin to do it.

Everyone else needs an admin to change their details.

Disable or remove someone

Open the menu at the end of the person’s row on the Members tab.

Action	What happens
Disable	They’re signed out straight away and can’t sign in. They stay in the list with the status Disabled. Select Re-enable to give them access again. You can also change Status when you edit their details
Remove	They’re taken out of your organisation completely. To bring them back, invite them again

Caution

Remove happens straight away, with no confirmation. If you might want to bring someone back, use Disable instead.

For someone who hasn’t accepted their invitation yet, the menu shows Cancel invitation instead of Disable and Remove. Their status stays Invited until they accept. You can’t disable or remove yourself.

Groups

Groups let you split your organisation by department, region or team, so people only see the events that are relevant to them.

How groups decide who sees what

• Someone in no groups sees every event in your organisation.
• Someone in one or more groups sees:
  • events in their groups,
  • events set to Whole organisation (no group),
  • events they created,
  • events they’ve been added to as a collaborator.

There are two exceptions:

• Admins see every event and can manage everyone, whatever their groups.
• Viewers only see the events they’ve been added to as a collaborator, whatever their groups.

This applies across Mint: the event list, the Home page and reports.

Create a group

1. Open the Groups tab

   Go to Team & roles and select Groups.

2. Enter a name and choose its kind

   Type the name, for example EMEA or Marketing, and choose Department, Region or Team.

3. Select Add group

To delete a group, select the bin icon next to it. This happens straight away.

Put people in groups

You choose someone’s groups when you invite them, by ticking each group they belong to. To change them later, edit their details. Their groups are shown in the Groups column of the Members tab.

Put events in groups

Each event has a Group setting:

• When you create an event, Group starts as your first group, or Whole organisation if you’re not in any. You can change it.
• To change it later, open the event, select Settings and choose a Group in the Details card. Choose Whole organisation to let everyone see it.

Give someone access to one event

To let someone outside an event’s group work on it, add them as a collaborator:

1. Open the event’s Settings

   Go to Events, open the event and select Settings.

2. Choose a teammate in the Collaborators card

   Select them under Choose a teammate.

3. Choose their access

   • View only: they only see the event’s Overview and Guests tabs. They can see its guest list and results and download the guest list, but can’t change anything.
   • Can edit: they can work on the event, but only in the ways their role allows.

4. Select Add

To take their access away, select the bin icon next to their name. Adding and removing collaborators needs a role that can edit event details and settings.