> ## Documentation Index
> Fetch the complete documentation index at: https://docs.9pic.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Team Setup

> Invite admins and operators with the right roles on Pro

## Why This Matters

A single-person 9Pic account is a single point of failure on event day. Pro doesn't fix that automatically — it lets you invite teammates so the right people can run sync, go live, and answer participant emails *while* the event lead is busy elsewhere. The two-minute Team setup is the highest-leverage operational fix you'll do all year.

## Before You Begin

* You're an **Admin** of the Pro organisation. (Only admins see the **Invite Team Member** button.)
* You have **email addresses** for the people you want to invite.
* You've decided what role each person needs (see the role table below).

## Roles

| Role      | What they can do                                                                                                           |
| --------- | -------------------------------------------------------------------------------------------------------------------------- |
| **Admin** | Invite team members, resend invites, copy invite links, remove members, manage team access — and everything a User can do. |
| **User**  | Work in the organisation, view and manage events, run event workflows. **Cannot** manage team access.                      |

Pick **Admin** for ops leads, photography directors, or anyone you trust to also onboard others. Pick **User** for photographers, marketing, or anyone who only needs day-to-day event access.

<Tip>
  At least **two Admins per organisation** is a healthy default. If the lone admin is unreachable on event day, no one can invite a backup operator without contacting support.
</Tip>

## Steps

<Steps>
  <Step title="Open Team">
    Click **Team** from the dashboard sidebar (or click **Invite member** from the Setup Guide).

    <Frame caption="Team members on Pro">
      <img src="https://assets.9pic.ai/docs/pro-guide/team-members.webp" alt="Team page on a Pro account showing the Invite Team Member button and existing team members table" />
    </Frame>
  </Step>

  <Step title="Click Invite Team Member">
    Click **Invite Team Member** in the top right of the Team page.
  </Step>

  <Step title="Enter the teammate's email">
    Type the email address. Press **Tab** or click outside the field — 9Pic checks whether the email already has a 9Pic account.

    The dialog tells you what 9Pic found:

    * **New user** — they'll create a 9Pic password during invitation acceptance.
    * **Existing 9Pic user** — they already have an account; the invite simply links them to your organisation.
    * **Already in your organisation** — no action needed.
    * **Pending invite** — you've already invited them; resend or copy the link instead.
  </Step>

  <Step title="Choose the role">
    Pick **User** or **Admin** when the role field appears.
  </Step>

  <Step title="Send the invite">
    Click **Send Invitation** (or **Send invitation to join my organisation** for existing users).

    The teammate gets an email with an invitation link. New users set their name and password before joining.
  </Step>

  <Step title="(If email is delayed) Copy the invite link">
    On the team list, find the pending invite row and click **Copy Link**. Send it via Slack / WhatsApp / SMS / your CRM. Same effect as the email.
  </Step>
</Steps>

## Recommended Team Structure for an Event-Run Organisation

| Role            | Who                          | Responsibilities                                                     |
| --------------- | ---------------------------- | -------------------------------------------------------------------- |
| **Admin** (1–2) | Founder / ops director       | Renewals, billing, plan changes, team access.                        |
| **Admin** (1)   | Backup ops lead              | Can pinch-hit on event day if primary admin is unreachable.          |
| **User**        | Photographers                | Drop photos into Drive/Dropbox, run sync as needed.                  |
| **User**        | Marketing / customer support | Respond to participant emails, monitor analytics, share event links. |
| **User**        | Per-event coordinator        | Configure each event, run Go Live.                                   |

For larger organisations, the same pattern scales — just keep at least two Admins and put the rest in User roles unless they specifically need to manage team access.

## Common Operational Patterns

### Pattern: Photographer-driven sync

The photography team uploads to a linked Google Drive / Dropbox folder. A **User**-role coordinator runs Sync from the Photos tab. The event lead (Admin) does Go Live.

### Pattern: Marketing-driven launch

Marketing (User role) configures branding, copy, and the participant share link. The event lead (Admin) runs processing and Go Live. Team-access management stays with the founder (Admin).

### Pattern: External photographer invitations

You're inviting a paid third-party photographer for a specific event. Invite them as **User**. Once the event delivery is done, **Remove** them from the Team — see steps below.

## Removing a Team Member

<Steps>
  <Step title="Open Team and find the member">
    Click **Team**, locate the member's row.
  </Step>

  <Step title="Click Remove">
    Click the **Remove** action on the member's row.
  </Step>

  <Step title="Confirm removal">
    Read the confirmation dialog carefully. Removed users immediately lose access to your organisation but their personal 9Pic account is unaffected — they can still be re-invited later, including by themselves to a different organisation.
  </Step>
</Steps>

## Common Questions

<AccordionGroup>
  <Accordion title="Why don't I see the Invite Team Member button?">
    Only Admins see the invite button and member-management actions. If you're a User in this organisation, ask an Admin to send invites or to upgrade your role.
  </Accordion>

  <Accordion title="Can I invite the same email to multiple organisations?">
    Yes. A 9Pic user can be a member of multiple organisations with different roles in each. They switch between organisations from the sidebar.
  </Accordion>

  <Accordion title="An invite is showing as Pending — did the email get sent?">
    Yes (assuming our system reported success). If the recipient says they didn't get it, click **Resend** on the team row, or use **Copy Link** and send the link directly via your preferred channel.
  </Accordion>

  <Accordion title="Can I limit a User's access to specific events only?">
    Not on Pro — the Pro role model is organisation-wide (Admin or User), not per-event. If event-level access control is critical, [talk to us about Enterprise](/pro-guide/talk-to-us).
  </Accordion>

  <Accordion title="What happens to a removed user's existing actions?">
    Their past actions on events stay attributed to them in audit logs and event history. They simply lose access going forward.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Run an Event on Pro" icon="flag-checkered" href="/pro-guide/run-an-event">
    Use the team you just invited to split event-day work.
  </Card>

  <Card title="Setup Wizard" icon="wand-magic-sparkles" href="/pro-guide/setup-wizard">
    The team invite is the last Setup Wizard step — finish the wizard.
  </Card>

  <Card title="Team Reference" icon="book" href="/dashboard-guide/team">
    Field-level reference for the Team page in the Dashboard Guide.
  </Card>

  <Card title="Pro vs Enterprise" icon="scale-balanced" href="/pro-guide/pro-vs-enterprise">
    Need per-event roles? See if Enterprise is justified.
  </Card>
</CardGroup>