Get started as an organizer
Purpose
Set up the organization your events will belong to, understand what each team role can do, and get it verified.
Before you start
- A signed-in Sotillion account. No special role is needed to create your first organization.
- Ticketed (paid) events also need Sotillion to link a payout account for your organization before you can publish one — see Payouts.
Steps
- Sign in to Event Admin. With no organization yet, you land on Create your organization (no screen path — this is the Dashboard,
/, when you have no organization). Give it a name (2–60 characters) and, optionally, a handle and an about section. - Tick the box agreeing to the Organizer Agreement and the Refund Policy, then Create organization. Events belong to the organization, not to you personally, so your team can run them and ticket money has somewhere to settle.
- If Sotillion updates the agreement later, a notice appears at the top of Settings (
/organization): "The Organizer Agreement has been updated." Only the owner can press Accept for this organization — everything keeps running while it's unread. - On Settings → Team, add people by their Sotillion username (not email) and pick a role from the table below. Only the owner (
organization.manage) can add or remove people. - On Settings → Verification, write an optional note and press Request verification. Staff review requests oldest first and notify the owner of the decision. Verification is about identity — "is this organization who it says it is" — and is separate from the payout account (KYC). A verified badge is required to publish job listings; it is not required to sell tickets.
Decision guide
| Situation | Do |
|---|---|
| Running the whole show, including money and the team | You are (or should be) EVENT_OWNER — there is exactly one per organization, set automatically for whoever created it. |
| Somebody else needs to do everything you can except manage the team or organization settings | Add them as EVENT_ADMIN. |
| Somebody handles day-to-day running — tiers, orders, attendees, check-in — but should not publish or edit event details | Add them as EVENT_MANAGER. |
| Somebody only needs to work the door or answer "did this ticket check in" | Add them as EVENT_STAFF. |
| Somebody only scans tickets at one event | Give them a scanner seat on that event instead (see Scanners and check-in) — a join code for one event and one phone, no Sotillion account needed, not a team role. |
| Somebody only recruits for job listings | Add them with the Recruiter role instead (see Communities and listings) — hiring only, no event access. |
What each team role can do, from what the platform actually grants:
| Role | Can | Cannot |
|---|---|---|
| EVENT_OWNER | Everything below, plus manage the team, organization settings and payout linkage. The only role that can add or remove members, rename the organization, or request verification. | — |
| EVENT_ADMIN | Create, edit and publish events; manage ticket tiers; refund tickets; read orders and attendees; check people in; manage scanner operators; run hackathons on this organization's events. | Manage the team or organization settings. |
| EVENT_MANAGER | Create ticket tiers, read orders and attendees, check people in, manage scanner operators, run hackathons. | Create, edit or publish events; refund tickets. |
| EVENT_STAFF | Read attendees, check people in, read hackathon submissions. | Everything else — no orders, no tiers, no scanner management. |
| SCANNER | Check people in at the one event they were added to. | Nothing else — no dashboard, no orders, no attendee list beyond check-in. |
Escalate when
- A username you're adding doesn't exist, or the request keeps failing — check the spelling of their Sotillion username with them directly.
- Verification has been pending a long time, or you disagree with a decision — there is currently no in-app support case system for organizers (Contact support on the Sotillion web app is not available yet). Use the direct contact channel Sotillion gave you when you signed up.
Record
- Renaming or editing the organization: audit label
organization.update, written by the server. - Adding, removing or retitling a team member:
organization.member.add,organization.member.remove,organization.member.title. - Accepting the Organizer Agreement:
organization.agreement.accept. - Requesting verification writes no audit row — the request timestamp on the organization is the record. Staff's decision is audited separately as
organization.verify. - Keep your own record of who you added and why; Sotillion's audit log is for staff, not something you can browse from Event Admin.