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Organizers, Moderators, Speakers - Understanding Roles & Permissions on Hopin

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Every person using Hopin has a role in the event or organization. Roles on Hopin are administrative and non-administrative with different levels of permissions and access.

Administrative roles

Administrative roles apply to the entire Organization account and grant permissions across all events created under that Organization. The only user with this access is the Organization admin.

Admin and Team Members

When you create a new Organization account, you automatically become the Organization admin. This is the only person who can delete the Organization account or transfer ownership to another Organizer. Plus, the Organization admin can add or remove any other team members on the Organization account. The Organization admin is also responsible for creating and managing events.

When you add a new team member, you will be asked whether they are a "Member" or an "Admin". 

  • Admins will have access to all of the events within the Organization, and can edit and duplicate events. 
  • Members will have access to specific events only. You will need to add them manually to the events that you would like them to manage. When added to an event, they will have the same controls as an Admin. They cannot edit the team members for each event, nor can they delete an event.

For more info on updating your team, check out this article.

Tip: The organization admin role is typically held by decision-makers (founders, executives, heads of departments, or the IT department) who handle account administration.

Non-administrative roles

Non-administrative roles apply to a single event only, they cannot adjust event dashboard settings or Organization account settings. Once registering for any new event different non-administrative roles can be assigned by event Organizers.

These roles include:

  • Attendee
  • Moderator
  • Speaker
  • Invited Exhibitor

Attendee

Attendees are all registered people who join the event from a Registration page or via a Magic link. Attendees can be assigned as Moderators by the Organization admin. Plus, attendees can become Speakers in Open Sessions or request permission to join on screen as a Speaker in Moderated Sessions or Backstage.

Note: The Organization admin is also required to register for the event to be able to preview, attend and manage the event pages. They will be automatically be given a "Organizer Pass".

Moderator

Moderators are event attendees assigned by the Organization admin per event and control participants that can go on off-screen as Speakers during the Sessions or Expo Sessions.

Note: The Organization admin is a Moderator by default and can moderate any Session or Expo at the event.

Speaker

Speakers are registered event attendees assigned by the Organization admin per event. Speakers can participate with video and audio on the Backstage, Moderated or Invite-only Sessions or on the Moderated Expo Session. Note that Speakers do not have moderator access by default. The organizer has to add the speaker as a moderator if they would like the speaker to have moderator access in each session or booth.  

Note: Speakers do not have to be listed under the Speakers tab of the organizer Dashboard to access the event Backstage via the link. Any registered attendee who receives the Backstage link (typically sent by the Organization admin) can access the Backstage and request permission to Share Audio and Video.

Invited Exhibitor (advanced plans only)

Invited Exhibitors are attendees assigned by the Organization admin per Expo Booth, per event, have access to their Booth settings and become Moderators if the Expo Booth is set to the Session type.

Note: All invited exhibitors need to register for the event in order to access it as they do not automatically become attendees once they accept the invitation. They don't become moderators by default, they need to set themselves to be moderators while creating the booth. They also have access to create polls in their booths, hide and unhide the polls.

Permissions on Hopin

Every person hosting or attending an event on Hopin has a role and level of permissions. The list below describes what permissions are granted to each role.

Admins and Members

  • Manage Organization account
  • Invite new and manage all existing Organizers
  • Transfer ownership to Organization’s team members (Only the organization admin can do this, not the team members)
  • Delete Organization account with all its data (contact support@hopin.com)
  • Add, remove, or request integrations to the Organization account
  • View and manage Organization billing details
  • Create new events
  • Manage existing events (preview and edit the event, create and download event Reports, download event recordings, chats, attendee interactions)
  • Manage event attendees across all events
  • Issue a paid ticket refund for attendees
  • Moderate Backstage, Session, or Expo Booth across events
  • Assign Moderators to moderate Sessions or Expo Booths per event
  • Speak at any event segment with video and audio on
  • Assign Speakers for Backstage, moderated or invite-only Session, and Expo Session
  • Create and manage Polls - both event-wide and Session or Expo specific
  • Approve, reply to, and delete Q&A submissions in sessions and booths (also can approve, reply, delete Event Q&A submissions)
  • Pin and unpin messages in the event
  • Send chat messages
  • Delete messages from the event Chats (Event, Stage, Backstage, Session, and Expo)
  • Block attendees removing them from the event
  • Mute attendees restricting their access to Chats in the event
  • React on user Reports sent by other attendees
Note: Members can do everything an admin can do within an event, but they cannot delete events or manage team members within the Organization dashboard.

Attendee

  • Participate in an unlimited number of Hidden or Private events via link
  • Participate in an unlimited number of Public events
  • According to the ticket type and event settings:
    - attend event segments- send Chat and Direct messages
    - participate in Polls- invite to Video call in Direct messages
    - mute other attendees in Direct messages
    - report other attendees for inappropriate behaviour
    - participate with video and audio on non-moderated Sessions or Expo Session
    - request permission to participate with video and audio on the Backstage
    - request permission to participate with video and audio on moderated Sessions or Expo Sessions

Moderator

  • Manage Speakers on a moderated Session or Expo Session
  • Mute Speaker for all attendees on a moderated Session or Expo Session
  • Create and manage Polls for a Moderated Session or Expo Session
  • Toggle Fallback provider on the Expo Session if the fallback provider is enabled by Organization admin or Invited Vendor
  • Assigned moderators for a specific session or booth are also allowed to approve, reply, and delete Q&A submissions (within that session/booth but not for Event Q&A, unless they are also a Speaker)

Speaker

  • Participate with video and audio on the Backstage
  • Share screen and presentations on the Backstage
  • Share YouTube video or YouTube live stream on the Backstage
  • Participate with video and audio on Sessions or Expo Sessions
  • Share screen and presentations on Sessions or Expo Sessions
  • Share YouTube video or YouTube live stream on Sessions or Expo Sessions
  • Can respond to Q&A and create Polls event-wide as long as they have a Speaker Profile created for them

Invited Exhibitor (advanced plans only)

  • Manage Expo Booth details
  • Set and toggle Fallback provider on the Expo Session
  • Get Moderator roles and permissions for the Expo Session
  • Get Speaker roles and permissions for the Expo Session

What is an Organizer Pass?

An organizer pass is something that allows the organizers to join an event without having to buy a ticket, as they would have to do in the past. 

It is automatically applied when you add an organizer to your organization and there is nothing additional that you need to do to enable it. This does not grant team members any additional access.

Note: The main organizer of the event will not add to the registration allotment but any additional organizers will. However, they will not be shown on any attendee reports, other than the Attendees Data report that you can download on the Attendees page (Event Dashboard > People > Attendees).

Please contact sales@hopin.com to unlock access to the Invited Exhibitor feature. In regards to adding team member under the Starter plan and the Growth plan, please find the guidelines here: for Starter and Growth respectively.

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