ⓘ This article is for Event Organizers
If you're managing an event with Expo Pass, you might want to invite other team members to help with tasks like attendee check-ins, session scanning, and more.
Good news: you can add as many Event Users as you need, at no extra cost.
This guide covers managing Event Users specifically, not other roles like exhibitor profiles. It walks through how to add and manage Event Users, whether you're using a web browser or the Expo Pass mobile app.
Tips For Adding Event Users
❗ Important: Expo Pass treats Event Users and Attendees as two separate roles, each with different permissions and access levels. Using the same email address for both causes a conflict. The system won't know whether to log that person in as an Event User (with admin tools and scanning permissions) or as an Attendee (with badge and event access).
Because of this, the email used for an Event User account must be different from the email used to register or add that same person as an attendee.
💡 Tip: Need a second email address? If you use Gmail:
Dots trick: Gmail ignores dots, so yourcompany@gmail.com and your.company@gmail.com go to the same inbox.
Plus trick: Add +anything to your email — yourname+admin@gmail.com still reaches yourname@gmail.com.
Or simply leave the attendee email blank if the person already has an Event User account.
Add/Manage Event Users: Web Browser
Log in to your Expo Pass account and open your event.
Click Event in the menu, then click Manage Event Users.
Enter the email address of the person you want to add.
Select the permissions you want to give them.
Click Add User to save.
✅ After being added, your Event User will need to create their own Expo Pass account using the same email address you entered.
Add/Manage Users: Mobile App
Log in to the Expo Pass app and choose the appropriate event.
Tap the Admin Toolkit button in the left-side menu.
Tap the Admin Settings icon (gear) in the upper right-hand corner.
Select Manage Users.
Tap Add a User, enter the new user's email address, and select their permissions.
✅ After being added, your Event User will need to create their own Expo Pass account using the same email address you entered.
📌 To edit an existing user's settings, tap on their name to open their admin settings.
Can't See or Manage Some of Your Events?
If an event doesn't show up when you log in, or you can see it but can't manage it, the email you're logged in with hasn't been added as an Event User for that event. This often happens when past events were created under a different email address.
1. Log in to Expo Pass with the email that was used to create the event.
2. Head to Add/Manage Event Users: Web Browser above and add your current email with the permissions you need.
3. Repeat for each event you need access to.
4. Log out, then log back in with your current email. The events will now appear.
If you don't have access to the original email, ask the Event Owner or another Event User on your team to add you.
Event Owner vs. Event Users
Every event has one Event Owner: the person who created it. The Event Owner always has full permissions, and those can't be adjusted. Event Users are added afterward and given only the permissions they need.
👉 Note: If the Event Owner has left your organization, have each team member create their own Expo Pass account, then an Event User with permission to manage users can add them. If the event hasn't been created yet, whoever creates it becomes the Event Owner.
❗ Important: The Event Owner can't be changed from the admin. If no Stripe account is connected to the event, our Event Success team can change it for you. If a merchant agreement has been signed, the Event Owner is tied to that agreement, so contact Event Success for help.
Quick Tips to Remember
Unlimited users: You can add as many team members as you want.
Email matters: Double-check the email is different from any registration email.
Permissions are key: Set the right level of access depending on their role.