Working with a team

"Can my whole team use this account?" is one of the first questions venues and planning agencies ask. For most teams the answer is team access: you invite colleagues by email, each one gets their own sign-in, and they all work inside your one account. This article covers how team access works, what it costs, what it doesn't do, and the other ways teams set themselves up when team access isn't the right shape.

Team access: colleagues working in your account

Team access (under Team in your account menu) lets you give colleagues admin access to your account. Each person signs in with their own email and password, then "switches into" your account and works there: building events, editing timelines, managing contacts and spaces, sending share links, answering requests, setting branding and custom fields. Everything they do lands in your account, so crew links, branding and history stay consistent no matter who did the work.

How it works:

1. From your account, invite a colleague by email. They don't need a subscription of their own: each person who accepts becomes a paid seat on your subscription, and extra users are free while you're on a trial. Sharing your account covers the invite, the seat charge and the caps in full.
2. Once they accept, they get admin access. From their own account menu they switch into yours, and a clear banner shows the whole time that they are working in your account, with a one-click switch back to their own.
3. Revoke their access whenever you like, or they can leave on their own. Access is re-checked on every request, so revocation (or your own subscription lapsing, since you fund every seat) takes effect immediately.

You can have up to 25 people with access to one account at a time. While you're on a trial the limit is a couple of teammates, and it lifts as soon as you add a payment method.

If you joined someone's account from an invite link, your sign-in also comes with an account of your own that has no subscription. You can look around it, but you can't add anything to it. If you want to use it for your own work, open Billing and choose Start a free trial of your own: it works like any new account, and your access to the account you joined doesn't change.

What stays yours alone. Your teammates have full admin over the event data, but the account itself stays with you, the owner. They can't manage who has access, change your password or sign-in email, turn off your two-factor authentication, export or delete the account, or touch your subscription, online payments or Xero connection. Sharing your account lists exactly what is blocked.

What team access does not do. Every teammate is a full admin: there is no read-only or limited role, so invite people you trust with your event data, including deletes. Edits are not attributed to individual people, so a timeline item doesn't show whether Sarah or Tom changed it. Email is the exception: every send is stamped with the person who sent it, and the Sent by column in the email Activity log shows which of you emailed a client or a crew member. And there is one account, so one set of branding, one address book and one billing owner for everyone in it.

If per-person edit history or limited roles matter to your team, email [email protected] and tell us how your team works. That kind of detail shapes what we build next.

Other ways to set up a team

Team access suits most teams, but there are three other shapes worth knowing about.

Pattern 1: One shared login

Everyone signs in with the same email and password (a shared address like [email protected]).

What works:

• One subscription, no seats to pay for.
• Everyone sees everything.

What to watch out for:

• No way to remove one person. When someone leaves you change the password and tell everyone else the new one. Team access avoids this: you revoke that one person and nobody else is affected.
• Two-factor authentication is awkward. Whoever set up the authenticator app owns the second factor, so everyone else needs them to read out the code at sign-in.
• Nothing in 1pm can tell you who sent an email, because everyone is the same person.

For most teams, team access does the same job with a sign-in each, for $4 a month per extra person. A shared login makes sense mainly when the cost of seats matters more than any of the above.

Pattern 2: One account per person

Each team member has their own 1pm account, their own subscription and their own events. There is no shared events list.

What works:

• Clean separation. Each person manages their own work without touching anyone else's.
• Each account can have its own branding, which suits agencies with sub-brands or planners who trade under their own names.
• Edits are attributable, because each account only ever has one person working in it.

What to watch out for:

• A full plan per person costs far more than seats on one account.
• No shared address book. A crew member who works for two of your people appears twice, once on each account, with no link between them.
• No shared templates, and no single view of every event across the team.

This pattern suits independent operators who share an office or a brand but run their own clients.

Pattern 3: One owner, the rest of the team as crew

One person (the function manager or operations lead) owns the account and builds every event. The rest of the team (banquet manager, kitchen, AV, front of house) get crew links, the same way external suppliers do.

What works:

• One subscription, no seats.
• Each person sees their own filtered run of show. The banquet manager gets their items, the kitchen gets theirs.
• Internal staff can upload requested files and answer requests like any crew member.

What to watch out for:

• Crew can't edit the timeline. If the banquet manager wants to add an item, the owner has to do it.
• Crew don't see the BEO or briefing details unless the owner puts the relevant information into item details or crew notes.
• Internal staff count towards your crew allowance while they hold a live link on an upcoming event, the same as any crew member. See your crew allowance and account usage.

This works well for venue teams where one person owns the run sheet and everyone else follows it. It also combines with team access: give the two or three people who build events a seat, and everyone else a crew link.

Choosing

Ask two questions.

How many people need to build and edit events? One person: Pattern 3. Several people working on the same events: team access. Several people who each run their own clients and rarely overlap: Pattern 2.

Does each person need their own sign-in? If people come and go, or you use two-factor authentication, yes, and that points to team access or Pattern 2 rather than a shared login.

Handing an account to someone else

Team access covers most staff changes: when a teammate leaves, you revoke their access and their seat comes off your subscription. Handing over the account itself is different, because the account belongs to the owner's sign-in. If the owner is leaving:

1. Change the email address on the account (Profile, then Change email). Confirm from the new inbox. The new email is now the sign-in.
2. Change the password (Profile, then Change password). All other sessions are signed out within 30 minutes.
3. Change the display name (Profile, then Display name) to the new person's.
4. Optionally update the billing email in the Stripe customer portal so receipts go to the new owner's inbox.

Events, templates, contacts, branding and history all stay intact, and so do your teammates' seats. See your profile and display name.

Pricing

Team access is priced per seat. Your plan covers you, and each colleague who accepts an invite is a seat on your subscription at a flat $4 a month (or $38.40 a year) on either plan, prorated from the day they join. A three-person team is one subscription plus two seats. Seats are free while you're on a trial.

Pattern 2 is a full subscription per person, so it costs the most per head. Patterns 1 and 3 share a single subscription with no seats. Managing your subscription shows where the seat charge appears on your bill.

Related articles

• Sharing your account covers inviting, accepting, what a teammate can and can't do, and revoking access.
• Managing your subscription covers seats on your bill.
• Your crew allowance and account usage explains how crew links are counted, and why seats are separate from crew.