Event Collaborators: Share Event Management
Event collaborators allow you to invite others to help with a specific event. You choose how much they get: the whole event as a co-organizer, or only the photos, only the guests, or both, with edit or view-only access. This feature is included with the Professional Event plan and with every event created under a subscription.
Perfect for Event Professionals
If you're a photographer, wedding planner, or event organizer managing events on behalf of clients, collaborators let you give your clients direct access to their event. Add them as a collaborator so they can:
- View and download their photos in real-time
- Approve photos for the live carousel
- Look after their guest list and seating
- Access their event without needing their own plan or subscription
This way, you keep control of the plan or subscription while giving clients exactly the access they need: a family member can see the photos without touching the guest list, and a planner can run the guest list without changing your settings.
Collaborator Access
When you invite a collaborator, you pick one of three access levels:
- Co-organizer: runs the whole event with you. Edit event details and settings, the invitation, photos, guests, seating and messages. Co-organizers can also invite other collaborators.
- Can edit: works only in the areas you pick.
- View only: sees and downloads the areas you pick, but can't change anything.
For Can edit and View only, pick at least one area:
- Photos & videos: the gallery, albums, moderation, the live carousel, and downloads
- Guests: the guest list and RSVPs, seating, check-in, and emails and SMS to guests
| Action | Co-organizer | Can edit | View only |
|---|---|---|---|
| See and download the areas they have | Everything | Their areas | Their areas |
| Approve, delete and organize photos | Yes | With Photos & videos | No |
| Edit guests, seating and check-in | Yes | With Guests | No |
| Send emails and SMS to guests | Yes | With Guests | No |
| See the invitation as guests see it | Yes | With Guests | With Guests |
| Change event settings and the invitation | Yes | No | No |
| Invite other collaborators | Yes | No | No |
To let someone browse the photos without seeing the guest list, invite them with View only and tick only Photos & videos: they can download the gallery, and the guest pages don't show for them.
No collaborator can delete the event or remove the event owner.
Adding a Collaborator
To add a collaborator to your event:
- Go to your event in the Fotify Dashboard
- Click on Collaborators
- Enter the person's email address
- Under Access, choose Co-organizer, Can edit or View only, and for the last two tick Photos & videos, Guests, or both
- Click Send Invite
The person will receive an email invitation. They can accept it even if they don't have a Fotify account yet: the email's signup link opens Fotify's sign-up form with the invited address already filled in. The invitation belongs to that address, so they need to sign up with it (by magic link, or with Google or Microsoft if that's the same email). As soon as they're signed in, they have the access you picked.
Managing Collaborators
Invitation Status
In the Collaborators panel, you can see the status and access of each collaborator:
- Accepted: The collaborator has accepted the invitation and has the access shown under their name
- Pending: The invitation has been sent but not yet accepted
Changing a Collaborator's Access
- Go to your event's Collaborators panel
- Click the pencil icon next to the collaborator
- Pick the new access and click Save
The change applies right away, also to invitations that haven't been accepted yet.
Removing a Collaborator
To remove a collaborator:
- Go to your event's Collaborators panel
- Find the collaborator you want to remove
- Click the trash icon next to their name
The collaborator will immediately lose access to the event.
The event owner, co-organizers, and team Owners and Admins can add, change and remove collaborators. Anyone can leave an event they collaborate on.
Collaborators vs. Team Members
Collaborators and team members serve different purposes:
| Feature | Collaborators | Team Members |
|---|---|---|
| Scope | Single event | All team events |
| Requires | A Professional Event or a subscription event | A team subscription |
| Can create new events | No | Yes (a Viewer's are personal, not the team's) |
| Access duration | Until removed or event ends | Until they leave the team |
| Best for | Wedding planners, photographers, one-time helpers | Agencies, venues, ongoing partnerships |
Use collaborators when you need someone to help with a specific event without giving them access to your other events or team.
Use team members when you're working with people who need ongoing access to create and manage multiple events.
Frequently Asked Questions
Q: Can I add collaborators to any event? A: Collaborators can be added to Professional Event plans and to any event created under a subscription. Free, Photo Gallery and Premium events show an upgrade prompt on the Collaborators tile instead.
Q: Is there a limit to how many collaborators I can add? A: No, you can add as many collaborators as you need to an event.
Q: Do collaborators need a Fotify account? A: They will need to create a free Fotify account with the email address you invited to accept the invitation, but they don't need their own plan or subscription.
Q: What happens to collaborators when the event ends? A: Collaborators retain access to view the event and its photos according to the gallery access duration, but they cannot make changes to finished events.
Q: Can I be a collaborator on someone else's event? A: Yes, anyone with a Fotify account can be invited as a collaborator, regardless of whether they have their own plan or subscription.
Pricing may vary depending on your country and currency. See the latest pricing on the pricing page.
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