How to manage guests in your hackathon

The Guest feature allows you to securely invite external users (like customers or partners) to participate in a specific hackathon without giving them access to your entire organization.

Invite guests

You can invite guests via a direct email or a shareable link.

  1. From your hackathon page, enter Edit mode.
  2. On the right sidebar, click the + INVITE AND MANAGE GUESTS link.
  3. Choose your invitation method:
  • Invite guests by email: Enter guest email addresses, add an optional custom message, and click Send invitations.
  • Copy guest invitation link: Share this link with potential guests. Users who access this link must request to join and be approved by an organizer.

Customize the guest access request page

You can customize the page that potential guests see when they request access via the invitation link. This helps them get more context about your event.

  1. Go to the guest management panel (+ INVITE AND MANAGE GUESTS).
  2. Find the settings to customize the guest request page.
  3. You can add custom questions for guests to answer. These questions can be reordered by dragging and dropping.
  4. You can also select which pieces of hackathon information (like the title, dates, or description) are displayed on the page to give guests more context.

Manage guest requests and registrations

  1. Click the + INVITE AND MANAGE GUESTS link to open the management panel.
  2. You will see three tabs:
  • Pending: Shows guests who have requested to join via the invitation link.
  • Invited: Shows guests who have been invited or approved but have not yet registered for the hackathon.
  • Registered: Shows guests who have successfully registered for the hackathon.
  1. Use the Search field to quickly find a specific invited or registered guest.
  2. Use the Status filter (approved, denied, invited, needs approval) to sort and manage users.
  3. You can Approve or Deny guests from the Pending or Invited tabs.

View guests in the hackathon people tab

To view guests who have registered for your hackathon in the People tab:

  1. Go to the Hackathon where your Guests have registered.
  2. Click on the number of registrants at the top of the page, or scroll down to the People section.
  3. Select People.
  4. You will now see all registered users, including Guests.
  5. To filter the list to only the Guests, click the Guests filter button in the People filter bar.

Remove a guest

Only an Admin can completely remove a guest user from the organization.

  1. Click your profile avatar and go to Organization Settings.
  2. Open the Members tab.
  3. Find the guest user and click the trash can icon to remove them. This revokes all their access.

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