Collaboration & Sharing
Collaborate with colleagues by inviting them as event managers, share your events through embeds on external websites, and control who can see your events with privacy settings.
Quick Summary
Invite colleagues as Event Managers to help run your events. Use embeds to display events on your own website. Control visibility with privacy settings.
Event Managers (Collaborators)
Event managers are people you invite to help manage your event. They can view bookings, manage attendees, and receive notifications about the event.
Who Should Be an Event Manager?
- Colleagues helping to run the event
- Administrative staff managing bookings
- Co-facilitators who need access to attendee information
- Anyone who needs to receive event notifications
Team Members vs Event Managers
If you're part of an organisation, all team members automatically have access to organisation events. Use Event Managers for external collaborators or when you want to grant access to specific events only.
Inviting an Event Manager
- Open your event
- Go to Settings
- Find the Event Hosts section
- Click Invite Collaborator
- Enter their email address
- Click Send Invite
The invited person receives an email with a link to accept the invitation. Invitations expire after two weeks.
Invitation Statuses
| Status | Meaning |
|---|---|
| Pending | Invitation sent, waiting for them to accept |
| Accepted | They've accepted and have access to the event |
| Expired | Two weeks passed without acceptance - resend if needed |
Managing Event Managers
From the Event Hosts section, you can:
- Resend invite - Send another invitation email
- Edit notifications - Change which notifications they receive
- Remove - Revoke their access to the event
Notification Preferences
Each event manager can receive notifications for:
- New bookings - When someone books onto the event
- Booking cancellations - When a booking is cancelled
- Enquiries - When someone sends a message about the event
- Form submissions - When an application form is submitted
All notifications are enabled by default. Click "Edit Notifications" next to an event manager to customise their preferences.
Event Manager Limits
The number of event managers you can invite depends on your plan:
| Plan | Event Managers |
|---|---|
| Starter | Not available |
| Educator | Limited (see your plan details) |
| Pro | Unlimited |
Starter Plan
Event managers are not available on the Starter plan. Upgrade to Educator or Pro to invite collaborators to help manage your events.
Embedding Events
Display your events on your own website using embeds. This is useful for:
- Showing upcoming training on your department website
- Adding an events calendar to your intranet
- Promoting events on your organisation's homepage
Creating an Embed
- Go to the Educator section
- Click Embeds in the navigation
- Configure your embed options
- Click Generate Code
- Copy the iframe code
- Paste into your website's HTML
Embed Options
View Types
| View | Best For |
|---|---|
| List | Vertical list of events, good for sidebars or narrow spaces |
| Grid | Card layout, good for wider areas and visual appeal |
| Calendar | Week or month view, good for showing event schedules |
Display Options
- Show events or sessions - Display at event level or individual session level
- Show search - Include a search bar for filtering
- Show images - Include event images (list and grid views)
Colour Customisation
- Event colour - Background colour for event cards
- Text colour - Colour for event text (list and grid views)
- Button colour - Colour for action buttons (list and grid views)
Personal vs Organisation Embeds
If you belong to an organisation, you can create embeds for:
- Personal events - Only shows events from your personal workspace
- Organisation events - Shows all events from your organisation
Use the workspace selector on the Embeds page to switch between them.
Controlling Which Events Appear
Not all events appear in embeds by default. In each event's settings, you can toggle:
- Show in embed - Event appears in your embedded listings
- Hide from embed - Event is excluded from embeds
This allows you to selectively show only certain events on your website while keeping others visible only on Medtribe.
Embed Code Examples
Once you generate your embed, you'll receive an iframe code snippet. Here's what the embed code looks like:
Basic Embed Code
<iframe
src="https://medtribe.com/embed/your-username?view=grid"
width="100%"
height="600"
frameborder="0"
style="border: none;"
></iframe>Responsive Embed
To make your embed responsive, wrap it in a container:
<div style="position: relative; width: 100%; min-height: 400px;">
<iframe
src="https://medtribe.com/embed/your-username?view=list"
style="position: absolute; top: 0; left: 0; width: 100%; height: 100%; border: none;"
></iframe>
</div>Embed URL Parameters
The embed URL includes parameters based on your configuration:
| Parameter | Values | Description |
|---|---|---|
view | list, grid, calendar | Display format |
show_search | true, false | Show search bar |
show_images | true, false | Show event images |
event_color | hex colour (no #) | Background colour |
Copy from Medtribe
Always copy the embed code directly from the Medtribe Embeds page rather than constructing it manually. This ensures all your configuration options are included correctly.
Embed Sizing Recommendations
| View Type | Minimum Width | Recommended Height |
|---|---|---|
| List | 280px | 400-800px depending on events |
| Grid | 600px | 600-1000px for multiple rows |
| Calendar | 700px | 600-800px for month view |
Troubleshooting Embeds
Embed not displaying?
- Check your website allows iframes (some CMS platforms restrict them)
- Ensure the iframe src URL is using HTTPS
- Verify you have at least one published event with "Show in embed" enabled
Events not appearing in embed?
- Check each event's settings to ensure "Show in embed" is enabled
- Verify the events are published (not in draft)
- Confirm you're using the correct workspace (personal vs organisation)
Embed looks wrong or is cut off?
- Increase the iframe height to accommodate more content
- Check for conflicting CSS on your website
- Try removing any parent container constraints
Privacy Settings
Control who can discover and view your events.
Public vs Private Events
| Setting | Behaviour |
|---|---|
| Public | Listed in Medtribe search, discoverable by anyone |
| Private | Hidden from search, only accessible via direct link |
To change privacy:
- Open your event
- Go to Settings
- Find the Privacy section
- Toggle between Public and Private
Private Events
Private events are perfect for internal training, invite-only sessions, or events you're not ready to publicise yet. Share the direct link with people you want to attend.
Additional Display Settings
Fine-tune what information is shown to potential attendees:
| Setting | What It Controls |
|---|---|
| Show ticket availability | Display "X places remaining" on the event page |
| Show ticket price | Display pricing on the event listing |
| Enable waitlist | Allow people to join a waitlist when sold out |
Common Questions
Can event managers edit the event details?
Event managers have access to view and manage bookings and attendees. The level of editing access depends on their role. Currently, all collaborators receive the "Event Manager" role.
Can I invite someone who doesn't have a Medtribe account?
Yes. When they click the invitation link, they'll be prompted to create an account if they don't have one. Once they've created an account and accepted the invitation, they'll have access to the event.
What happens if an invitation expires?
Expired invitations can be resent. Click "Resend" next to the expired invitation to send a new email with a fresh two-week expiry.
Can I embed events from multiple organisations?
Each embed shows events from one source (either your personal workspace or one organisation). If you need to show events from multiple sources, create separate embeds for each.
Will private events show in my embed?
Private events are excluded from public discovery, but you can still control their embed visibility separately. Check the "Show in embed" setting in your event's settings.
Can I style the embed to match my website?
Yes. Use the colour customisation options when generating your embed code. You can set background, text, and button colours to match your website's design.
Best Practices
- Use organisations for teams - If you work with the same colleagues regularly, create an organisation rather than inviting them to each event individually
- Set notification preferences - Help event managers avoid notification overload by customising what they receive
- Test your embeds - Preview the embed before publishing to ensure it looks right on your website
- Use private for drafts - Keep events private while you're still setting them up
- Hide from embed selectively - Use the embed visibility toggle to curate what appears on your website
Related Guides
- Organisations & Teams - Collaborate with your team in a shared workspace
- Managing Events - Create and manage your events
- Visibility Settings - Control who can see your events
- Notifications - Configure event notifications
- Templates - Share templates with your organisation
For collaboration questions, contact support@medtribe.com.