Working with a team — Help

"Can my whole team use this account?" is one of the first questions venues and planning agencies ask. There are now two answers. If you want one trusted colleague to work in your account alongside you, account sharing does exactly that, today. If you want a full multi-user workspace with per-person sign-ins, role-based permissions, and a per-user audit trail, that is still on the roadmap, and the workaround patterns below cover the gap in the meantime. This article walks through account sharing, the patterns most agencies use for the bigger setups, and the trade-offs of each.

Account sharing: give a colleague admin access

Account sharing lets you grant another 1pm user admin access to your account. They "switch into" your account from their own sign-in and act as you: building events, editing timelines, managing contacts and spaces, sending share links, answering requests, setting branding and custom fields. Everything happens under your one account, so crew links, branding, and history stay consistent no matter who did the work.

How it works:

From your account, invite a colleague by email. The invite stays pending until that person signs up for their own 1pm account, subscribes, and accepts. Account sharing is for two paid users sharing one workspace, not a way to give a non-subscriber a free login.
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.
Revoke their access whenever you like, or they can leave on their own. Access is re-checked on every request, so revocation (or a lapsed subscription on either side) takes effect immediately.

What stays yours alone. While a collaborator is switched into your account, the account-level controls are off-limits to them: billing and subscription, your profile, account deletion, and managing who has access. They have full admin over the event data, but they cannot change who pays, who you are, or who else gets in. Those levers stay with you, the account owner.

What account sharing does not do (yet). It is one shared account with a second admin, not a true multi-user workspace. There is still a single subscriber and a single profile, edits are not individually attributed to "Sarah" versus "Tom", and there is no read-only or limited role: a collaborator is a full admin or nothing. If you need per-person audit trails, finer-grained roles, or many independent users under one roof, read on, because the patterns below are still the better fit for those shapes today.

Where the bigger setups stand today

For anything beyond one owner plus one admin collaborator, a 1pm account still belongs to one email address, one password, one subscriber. There is no per-person sign-in within a workspace, no read-only role, and no cross-account dashboard that rolls up every colleague's events. The Profile page has a single owner, the Billing page has a single subscriber.

This is deliberate for now. The product is young, and we wanted the core run-of-show flow to be rock-solid before adding the full complexity of per-user permissions, invitations, and audit trails. Adding all of that before the underlying app is settled tends to bake in design choices that are hard to unwind later. Account sharing is the first deliberate step toward it.

Full multi-user workspaces are firmly on the roadmap. A few of the design choices already in the app (per-event branding, per-event share-link scope, the strict separation between venue identity and crew identity, and now the account-sharing principal model) were made with that future in mind. If multi-user is the main thing keeping you from subscribing, email [email protected] and let us know, since that signal genuinely affects the order things are built in.

What you can do today: the patterns

Most planning agencies and venue operations teams who use 1pm settle on one of three patterns, depending on the shape of their team.

Pattern 1: One shared account

Most common for small operations of 2-5 people who already trust each other with shared credentials.

Sign up under a shared email address (e.g. [email protected], or a forwarder you control). Everyone on the team signs in with the same email and password. Anyone can create events, edit timelines, share crew links, do anything.

What works:

It's free of any "I can't see what Sarah did". Everyone sees everything.
Crew share links work normally. Crew see the agency's branding, not any individual team member's.
Billing is one subscription, paid centrally. Invoices are receipts to a single business.

What to watch out for:

There is no audit trail of "Sarah edited this timeline item at 3:14pm". Every change looks the same regardless of who made it. If you need to know who did what, this pattern won't tell you.
Password rotation is a pain. If someone leaves the team, you need to change the password and tell everyone else the new one. There is no "revoke Sarah's access" lever.
Concurrent edits work, but the optimistic-lock behaviour assumes one person at a time. If two team members edit the same timeline cell at the same time, the last save wins. Coordinating who's editing what (e.g. "I've got the morning schedule, you do the afternoon") prevents this in practice.
Two-factor authentication is awkward on a shared account. Whoever set up the authenticator app owns the second factor; everyone else needs them to read the code at sign-in (or you skip 2FA on a shared account, which is the most common compromise).

This pattern is fine for trust-heavy small teams and is what most early-beta agencies are using today.

Pattern 2: One account per person, no cross-visibility

Common for agencies where each team member runs their own portfolio of events and rarely needs to see what colleagues are doing.

Each team member has their own 1pm account, their own subscription, and their own events. There is no shared events list. Each person's crew share links go out with their own branding (or no branding if they haven't set one).

What works:

Clean separation. Each team member manages their own work without stepping on anyone else's edits.
Audit trail per team member. The change history on a timeline item attributes correctly.
Easy to onboard a new team member or off-board a leaver. Cancel their subscription, done.
Branding can differ if the agency has sub-brands or if team members operate under their own names.

What to watch out for:

Multiple subscriptions to pay. At $18.75/month each (or $180/year each), the total adds up for an agency with five or ten team members. There is no agency-wide discount today.
No shared address book. Each team member builds their own contacts list independently. The same crew member working two team members' events will appear twice, once on each account, with no link between the two.
No shared template library. A template saved on Sarah's account doesn't appear on Tom's. Each team member builds their own from their own events.
No cross-account visibility. The agency director can't open a single dashboard and see every event across every team member.

This pattern is fine for autonomous-operator setups, and especially fine for solo operators who occasionally collaborate informally.

Pattern 3: One owner-of-record, others use crew links

Common for venue operations teams where one person (the function manager, the operations lead) is the owner-of-record and the rest of the team (banquet manager, kitchen, AV, front-of-house) are effectively crew on every event.

The owner-of-record has the 1pm subscription. They build every event. They share crew links with the rest of the team the same way they share with external suppliers, except in this case "crew" includes internal staff.

What works:

Single subscription. Single sign-in. Clear ownership of the events and the timeline edits.
Internal team sees the same filtered run-of-show that external crew see. The banquet manager gets their items, the kitchen gets theirs.
Internal team can mark items off, upload requested files, and reply to RSVP requests just like any crew member.
Branding stays consistent across all events because it lives on the single account.

What to watch out for:

The internal team can't make changes. They are crew, which means read-only on the timeline. If the banquet manager wants to add an item, they need the owner-of-record to do it.
The internal team can't see the BEO/briefing details unless the owner explicitly puts the relevant fields into per-item details or per-crew notes. The briefing panel is venue-only.
If the owner-of-record leaves, the account leaves with them (or has to be handed over). Plan the handover before you need it. See Your profile and display name for the email-change flow that hands an account between people.

This pattern works well for venue ops teams where the run sheet is owned by one person and the rest of the team follows it.

Choosing between the patterns

Two questions to ask:

How many people need to edit the timeline? If the answer is one, Pattern 3 is the cleanest. If the answer is two or three colleagues who trust each other and rarely conflict, Pattern 1 works. If the answer is five-plus people running independent portfolios, Pattern 2 is the only sustainable option.

How important is "who did what"? If the answer is "not very", any pattern works. If you need an audit log of edits attributed to people, neither Pattern 1 (no attribution) nor Pattern 3 (no editing by anyone but the owner) gives you it. Pattern 2 (one account per person) does, within each person's own events. None of the patterns today give you cross-account audit visibility on a single dashboard.

If the answer to both of those is "we need shared editing AND attribution", the workaround patterns don't really get you there, and proper multi-user workspaces are what you actually want. Email [email protected] and tell us about your team; we want to hear the specifics.

Handing an account between people

If someone is leaving and you need to pass the account to a colleague:

Change the email address on the account (Profile → Change email). Confirm from the new inbox. The new email is now the sign-in.
Change the password (Profile → Change password). Pick a new one. All other sessions are signed out.
Change the display name (Profile → Display name) to the new person's.
Optionally update the billing email in the Stripe customer portal so receipts go to the new owner's inbox.

The account is now held by the new person. Events, templates, contacts, branding, history all stay intact.

What to keep an eye on

When proper multi-user workspaces ship, they will sit alongside the existing patterns rather than replacing them. We expect to support:

A workspace owner who controls billing.
Invited team members who each have their own sign-in, their own display name, their own audit trail.
Per-event ownership (so "Sarah's events" and "Tom's events" can still be separated within one workspace).
Role-based access for finer-grained read/write/admin controls.
Shared address book, shared template library, shared branding.

None of this is shipped yet. Migration paths from the workaround patterns to a proper multi-user setup are something we'd design and announce well in advance. If you're using Pattern 1 today and worried about a forced migration in future, that worry is misplaced: we'd not break working teams, we'd give you a clear, opt-in upgrade path.

A note on pricing

There is no discounted team tier today. Everyone who needs their own access pays a full subscription. With Team access, each colleague you add holds their own paid 1pm subscription and accepts an invite into your workspace, so a two-person team is two subscriptions, a three-person team is three, and so on. Pattern 2 (one account per person) works the same way on the billing side: one subscription per person. Patterns 1 and 3 mean a single subscription shared, so they are cheaper for teams; Team access and Pattern 2 cost more per head but give you cleaner separation.

When full multi-user workspaces ship, the pricing will likely shift to a dedicated per-seat or team-tier shape, probably with a volume discount that the one-subscription-per-person model above doesn't give you today. We don't know the exact numbers yet. The current single-user pricing is grandfathered for existing accounts until the new model is fully announced.