How to Set Up Your Team with Roles and Permissions

As your event planning business grows, you cannot do everything yourself. You bring on coordinators, assistants, and contractors - and suddenly you need to decide who can see your client's financial details, who can edit contracts, and who should only have access to the event schedule. Giving everyone full access is a risk. Giving no one access slows everything down.

Ripluo's team management tools let you invite members, assign roles, and fine-tune permissions so everyone has exactly the access they need - nothing more, nothing less. Here is how to set it up.

Step 1: Invite Team Members

Go to Settings > Team in your Ripluo sidebar. Click "Invite Member" and enter the person's email address. They will receive an invitation to join your organization.

If the person already has a Ripluo account, they will see your organization appear in their account after accepting the invite. If they do not have an account, they will be prompted to create one.

Inviting a team member to your Ripluo organization

Step 2: Assign Organization Roles

Every team member gets an organization-level role that defines their baseline access:

Owner - Full access to everything. Can manage billing, delete the organization, and perform all administrative actions. There is one owner per organization.
Admin - Nearly full access. Can manage team members, organization settings, and all event and CRM tools. Cannot delete the organization or change billing.
Member - Access is governed by the detailed permissions you assign. Members see only what you explicitly allow.

For most teams, you will have one owner (you), one or two admins (senior coordinators or business partners), and members for everyone else.

Assigning organization roles to team members

Step 3: Configure Detailed Permissions

For members, you can turn 30+ individual permission settings to control exactly what they can do. Permissions cover areas like:

Events - Create events, edit event details, delete events
Schedules - View, create, edit, and delete schedule items
Checklists - View, create, assign, and complete tasks
Budget - View budget totals, add expenses, edit transactions
CRM - Access leads, pipeline, contacts
Proposals - Create, edit, send proposals
Contracts - Create, edit, send contracts
Invoices - Create, edit, send invoices, view payment status
Team - Invite members, manage roles

This level of control means you can, for example, let a day-of coordinator see the schedule and checklist but not the budget or client invoices.

Configuring detailed permission settings for a team member

Step 4: Invite Collaborators to Specific Events

Sometimes you do not need someone in your organization - you just need them on a single event. Ripluo supports event builder invitations that grant access to a specific event without giving organization-wide access.

From within any event, go to the Team section and invite a collaborator by email. They get access to that event's tools based on the permissions you set. When the event is over, their access ends naturally.

This is ideal for freelance coordinators, temporary staff, or clients who need visibility into the planning process.

Inviting a collaborator to a specific event

Step 5: Control Financial Visibility

One of the most common concerns when adding team members is: "I do not want everyone seeing how much I charge." Ripluo gives you explicit control over financial visibility.

You can hide:

Budget details - Team members see the checklist and schedule but not cost information
Invoice amounts - Coordinators can see that an invoice exists but not the dollar amount
Proposal pricing - Staff can help prepare proposals without seeing your fee structure
Vendor payment details - Protect vendor rates from being shared

Financial visibility is controlled per role and per permission setting, so you have full flexibility.

Controlling financial visibility settings for team members

Get Started

Team collaboration features are available on Ripluo's paid plans. Create your free Ripluo account to explore the platform, then upgrade when you are ready to bring your team on board.

Frequently Asked Questions

How many team members can I add?

The number of team members depends on your plan. The Pro plan ($49.99/mo) includes team collaboration with multiple seats. Check the pricing page for current seat limits and options.

Can I change someone's role or permissions later?

Yes. You can update roles and permissions at any time from Settings > Team. Changes take effect immediately - no need for the team member to log out and back in.

What happens if I remove a team member?

Removing a team member revokes their access to your organization and all events. Any work they created (tasks, notes, schedule items) remains in the system - nothing is deleted when a member is removed.

Can a team member belong to multiple organizations?

Yes. A single Ripluo account can be a member of multiple organizations. This is common for freelance coordinators who work with several planning firms. They switch between organizations from their account settings.