Creating a Collaborative Event

Collaborative Events allow you to create and manage an event with other clubs or societies, whether they’re from your university or another institution. The hosting club creates and manages the event, while collaborators can access the event and view ticket information.

Host and collaborator permissions

Feature

Event Host

Collaborator(s)

Edit event details

✅

-

View ticket holders

✅

✅

Transfer or edit tickets

✅

✅

Refund tickets

✅

-

Offer waitlist tickets

✅

✅

Email & SMS ticket holders

✅

✅

Add & remove ticket scanners

✅

✅

Manage settlements and funds

✅

-

Add collaborators

✅

-

Delete event

✅

-

Note: The hosting club receives all funds from ticket sales.

Creating a collaborative event

There are two ways to add collaborators to an event:

Option 1: Create a collaborative event from the start

  1. Log in to your Club account.

  2. Go to Operations from the main menu.

  3. Click Events.

  4. Click Create New Event.

  5. Select Create Collaborative Event.

  6. Create your event as usual by completing the event setup.

  7. Save your event as a draft or publish it.

  8. Select Add Collaborators.

  9. Enter the names of the clubs or societies you want to collaborate with.

  10. Generate a unique invitation link and share it with your collaborators.

Option 2: Add collaborators to an existing event

You can also add collaborators after creating a regular event:

  1. Log in to your Club account.

  2. Go to Operations from the main menu.

  3. Click Events.

  4. Locate your event and click Manage Event.

  5. Select Collaborators from the left menu.

  6. Click Add Collaborators.

  7. Enter the names of the clubs or societies you want to collaborate with.

  8. Generate an invitation link and share it with your collaborators.

Once a collaborator accepts the invitation, they will be able to access the event from their club account.

Note: If a collaborator has not yet accepted the invitation, the event will only appear under Recently Updated Events for the hosting club.

Managing collaborators

Only the event host can add or remove collaborators.

To manage your collaborators:

  1. Open the event from the Events page.

  2. Click Manage Event.

  3. Select Collaborators from the left menu.

  4. From here, you can:

    • Add new collaborators.

    • Remove existing collaborators.

    • Generate new invitation links.

Joining a collaborative event

For collaborators

If another club or society has invited you to collaborate on an event:

  1. Open the invitation link provided by the event host.

  2. Log in to your Rubric account.

  3. Accept the invitation that will show up when you login.

  4. Once accepted, the event will be available from the Collaborative Events section on your Events page.

You can then access the event and view the information available to collaborators.

Note: Collaborators have more limited permissions than the event host. For example, collaborators can view ticket holders but cannot edit the event, process refunds, manage ticket scanners, or manage event funds.