If you are hosting an event with multiple hosts or coordinators who will be sharing event management duties, you can add them as co-hosts to assist. Co-hosts can collaborate to help build the guest list, send to recipients, and track and message guests.

This article contains helpful tips and information for both hosts and co-hosts. Read on to learn about the full process, or use the table of contents in this article to skip ahead to any specific section.

For Hosts

Add a co-host on desktop

You can add a co-host on desktop by following these steps:

To add a co-host from your Invite Guests page, select "Add Co-hosts" at the bottom of the page on desktop, or under the Options menu on mobile:

Or, from your Tracking page, select "Co-host" in the top left corner of the page. This will open the co-hosting panel on the right side of the page.
Enter the email address of the co-host you'd like to add. Each co-host will need to be logged in to a Paperless Post account associated with their email in order to access the Tracking page. If they don't yet have an account, they will still be able to create one after being added.
Choose the permissions you'd like your co-host to have. The default "Track guests" option will only allow the co-host to see, but not edit or message, the guests on the guest list and their statuses. You can also grant them the ability to edit guest details and statuses, add or remove guests, and send messages and reminders. Please note it is not possible to grant a co-host the ability to edit a Flyer or Card.

Under "Modify advanced settings" you can choose which guests the co-host can remove: any guest, or only guests they personally added. If you are paying for the event with Coins, you can also set whether the co-host can use only your Coins, only their Coins, or both. This payment setting doesn't apply to free events, since there's no cost to send.
Click Add co-host. The co-host will receive an email letting them know that they have been added as a co-host to the event. Any added cohosts will also see the cohosted invitation in the "Sent & Scheduled" section of their My Events page.

Who pays for co-hosted invitations?

When setting up co-host permissions, the host will decide how each co-host can pay for sending invitations or collecting Shareable Link RSVPs: from their own Coin balance, from the host’s Coin balance, or both. However, if either the host or co-host is a Paperless Pro subscriber, the co-host must use the host’s account balance to pay for all guests/recipients.

Co-hosts who are allowed to use only the host’s Coins cannot send if the host does not have enough Coins or guests remaining in their subscription. We recommend reaching out to the host so they can make an additional purchase or update the co-host's permissions so the co-host can use their own Coins.

Please note the event is in the host's account and therefore the host ultimately controls the event. Hosts can remove co-hosts or change permissions at any time, even after co-hosts have spent their own Coins on the event. Any Coin payment dispute is between the co-host and event host, and does not involve Paperless Post.

How can the host set co-host payment permissions?

If the event host is paying with Coins (not a Paperless Pro Subscription), they can grant permission for co-hosts to send using either the host’s Coins, or the co-host’s own Coins:

By default, any co-host who has permission to add and remove recipients will be allowed to use your Coins or their own Coins. To change this, you can select Modify advanced settings to open your options:

These Coin payment settings can only be applied by the event host. If you are a co-host and have any questions about Coin payment, we recommend getting in touch with the host to ensure you are in agreement on whose Coins will be used and given the desired permissions.

At this time, Paperless Pro subscribers can only pay for invitations out of the host account; co-hosts cannot use their own Coins or Paperless Pro subscription to pay for sending.

Can I change or revoke co-hosting permissions?

Removing a co-host from your Tracking page will revoke their access to your guest list. To do this:

On your Tracking page, select "Co-host" in the top left corner of the page on desktop, or under the Options menu on mobile. This will open the co-hosting panel.
Select click the pencil icon to edit the permissions for the given co-host, or the trash can to remove the co-host from the event entirely. On mobile, the "Remove co-host" option is nested under the pencil icon options.

When you remove a co-host, they will no longer have any access to your Tracking page, and the event will be removed from their Sent & Scheduled page.

If you try to remove a co-host who has scheduled a send using their own Coins, you must cancel the scheduled send before removing the co-host (or removing their permission to pay with their own Coins).

If the co-host was previously invited to the event as a guest, they will still be able to access the guest view of the invitation, unless their guest entry is also deleted from the event.

For Co-Hosts

Read on to learn more about how you can track, send, pay for, and manage invitations as a co-host.

I’m a co-host, how can I access the event I’m co-hosting?

Make sure you are logged in to the Paperless Post account associated with the email address that the host added as a co-host.
Hover over your name at the top right corner of the homepage and choose My Events when the menu appears.
Find the event under the Recent Activity tab or Sent and Scheduled tab. Any event that you are co-hosting will have a yellow "Co-hosting" badge on its thumbnail.

Main Menu.png My Events - co-hosted event

Co-hosts are only able to make changes to events according to the permissions the host has granted.

I'm a co-host, can I use the Coins in my account or the guests in my own Paperless Pro subscription to pay?

It depends on the payment setting your host has chosen for you on that event. On paid events, hosts can set co-host payments to:

Host's Coins only: your sends are deducted from the host's account; you can't use your own Coins or Paperless Pro subscription guest credits.
Your own Coins only: your sends are paid for with your own Coins.
Either: you'll have the option to switch who pays when sending or scheduling a send, letting you choose whether to use your own Coins or the host's for that send.

If you're not sure which setting applies to you, check with your host.

If sends for your event are set to come from the host's account and the host doesn't have enough Coins or guests remaining in their subscription, you won't be able to send. In this case, we recommend reaching out to the host so they can make an additional purchase.

I’m a co-host with sending and payment permission. How can I switch who pays?

When you are added as a co-host, the host may grant you permission to use the Coins from their account or your account when sending paid-for Cards and Flyers.

If you have the option to pay with either account, the default is that the payment will come out of the host’s account. To switch this so that the Coins come from your account, select the Coin price of your mailing to open the pricing details of your mailing, then select Switch to self payment:

To change to host payment, you can follow the same steps:

If you do not see the option to switch who pays, it is possible that the host only granted permission to pay from one account. We recommend getting in touch with the host for any questions regarding the permissions you’ve been granted as a co-host.