Co-Organisers: Share the Admin Load on Bigger Events

Most WhosFreeWhen events have one clear organiser: the person who created the link, chased responses, and confirmed the date. That works well for a dinner with six friends. It works less well for a 30-person club tour, a wedding with two families coordinating, or a workplace event where the person who set it up is on leave the week replies come in. Bigger groups need more than one person able to keep things moving.

What Co-Organisers Can Do

On a Pro event, the organiser can promote any participant to co-organiser directly from the event page. A co-organiser gets the same day-to-day admin powers as the original organiser on that event: they can confirm the winning date, send reminder nudges to people who have not responded, and create or manage decision polls. What they cannot do is delete the event or remove the original organiser, the person who created the event stays in overall charge.

Promoting someone takes one action on the participant list, no separate invite or account transfer required. The person is already a participant; they simply gain organiser-level controls on that one event.

Why This Matters for Bigger Groups

The bigger an event gets, the more the admin work multiplies. More participants means more people who have not responded yet, more reminders to personalise and send, more back-and-forth about which of two options to pick. A single organiser chasing 25 people while also planning the event itself is a lot for one person to carry, and it is often the reason plans stall, not because people are unwilling to reply, but because nobody followed up.

Sharing organiser powers means the chasing, confirming and polling can be split across two or three people instead of resting on one. A co-organiser can pick up reminders for the people they know personally, while the original organiser focuses on the final decision. It also means the event does not stall if the original organiser is busy or offline for a few days.

How to Use It

Open a Pro event on WhosFreeWhen and find the participant you want to promote. From the event settings, promote them to co-organiser with a single tap. They will then see the same confirm, remind and poll controls the organiser sees, the next time they open the event.

Frequently Asked Questions

Can a co-organiser delete the event or remove me as organiser? No. Co-organisers can confirm dates, send reminders and manage polls, but only the original organiser can delete the event or manage who else is a co-organiser.

Do co-organisers need their own WhosFreeWhen account? No. Co-organiser powers apply to their existing participant identity on that event, no separate sign-up required.

Can I promote more than one co-organiser on the same event? Yes. Promote as many participants as makes sense for the size of the event.

Can I demote a co-organiser later? Yes, the organiser can remove co-organiser status from the same place they granted it.

Share the Load, Keep the Momentum

The bigger the group, the more hands you need on deck to keep responses coming in and decisions moving. Co-organisers let you spread that work without losing control of the event.

Upgrade to WhosFreeWhen Pro to start promoting co-organisers on your events.