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Collaboration

Organize It lets you collaborate on trips with other users. The trip owner can invite registered users — or people without an account yet — to join a trip as collaborators.

What is Collaboration?

When you add a collaborator to a trip:

  • They can be assigned as Editor (full edit access) or Viewer (read-only)
  • Their contributions are marked with a colored badge on events and stays
  • They can see the trip in their "Shared with me" section on the homepage
  • The trip owner retains ownership and can remove collaborators at any time

Adding a Collaborator

You can add a collaborator directly from the trip detail page.

Adding a Registered User

  1. Open the trip detail page
  2. Click the Manage Collaborators button in the trip header
  3. In the search field, type the collaborator's email address (partial matches are supported)
  4. Select the user from the results
  5. Choose their role: Editor or Viewer
  6. Click Add

The collaborator is immediately added and receives an email notification.

Adding a Named Participant (No Account Required)

You can add people to the participants list even if they don't have an Organize It account and you don't want to invite them by email:

  1. Click Manage Collaborators
  2. Click Add named participant
  3. Enter their name
  4. Save

Named participants appear in the collaborators section with a color badge but cannot log in or access the trip. This is useful for tracking who is travelling with you without giving them app access.

Color Assignment

Each collaborator is automatically assigned a unique color from a palette (blue, green, purple, orange, pink, teal, red, indigo). This color appears as a badge on events and stays they create, making it easy to see who contributed what.

Inviting a Non-Registered User

If the person you want to collaborate with does not have an Organize It account yet:

  1. Open the trip detail page
  2. Click Manage Collaborators
  3. Enter their email address in the search field
  4. If no user is found, click Invite by email
  5. An invitation email is sent to that address with a link to join

Invitation Expiry

Invitations are valid for 7 days. After that, the link expires and a new invitation must be sent.

Accepting an Invitation

When a non-registered user receives an invitation email:

  1. Click the link in the email
  2. If they don't have an account, they are redirected to the sign-up page
  3. After registering (or logging in if they already have an account), they are automatically added as a collaborator to the trip

Removing a Collaborator

  1. Open the trip detail page
  2. Click Manage Collaborators
  3. Click the × button next to the collaborator you want to remove
  4. The collaborator is immediately removed and loses access to the trip

Access Revoked Immediately

Once removed, the collaborator can no longer view or edit the trip.

Collaborator Badges

Each collaborator is assigned a color that appears as a small badge on events and stays they created. This makes it easy to see at a glance who added what to the trip.

The trip owner is shown with a distinct badge labeled "Owner".

Email Notifications

Collaborators receive email notifications when:

  • They are added to a trip
  • They are removed from a trip
  • A new event or stay is added to a trip they collaborate on

Language Preference

Notification emails are sent in the language set in your account preferences. See Account Settings for how to change your language.

Frequently Asked Questions

Can a collaborator invite other users?

No. Only the trip owner can add or remove collaborators.

Can a collaborator delete the trip?

No. Only the owner can delete or archive a trip.

What can a collaborator do?

  • Editor: Same edit permissions as the owner for trip content (events, stays, days, links). Cannot delete the trip, change its dates, or manage other collaborators.
  • Viewer: Can view all trip content but cannot make any changes.

What happens to events created by a removed collaborator?

Events and stays created by a removed collaborator remain on the trip. Only their colored badge is updated.

Next: Learn about organizing your trip by days