Your partner needs workers. Here is how to respond.
When a partner organization invites your NPO to help staff their event, you will receive a notification and see the invitation in your Incoming Collaborations list. This guide walks you through accepting the invitation and getting your workers assigned.
Who can do this: Coordinator or Admin at the partner organization (the org sending the workers)
Find and accept the invitation
- Navigate to Collaborations from the main sidebar, then click Incoming.
- Find the invitation from the host organization.
- Review the details — event name, date, venue, number of workers requested, and whether it is paid or volunteer.
- Click Accept to confirm you will provide workers.
Once accepted, the collaboration appears in your Active Collaborations list and you can begin assigning workers.
If you are not able to provide workers for this event, click Decline. The host organization will be notified and can invite another partner.
Check for document gates
Collaborations can require documents to be in order before workers can be assigned. Two kinds of requirements exist:
- Org-level acknowledgment — the host requires your org admin to sign off on a document (for example, an insurance rider or a media-release waiver) once before any of your workers can be assigned to this collaboration. Until the acknowledgment is recorded, assignment attempts are blocked with a
pending_org_acknowledgmenterror. - Worker-level requirements — each worker you assign must have their own signed copies of one or more required documents. New assignments land in
pending_documentsstatus until every required document is on file for that worker. Once all are signed, the status advances to the normal flow.
Look for the Document Requirements section on the collaboration detail view. Pending org-level acknowledgments show a banner at the top of the page with an Acknowledge button (visible only to org admins). Worker-level requirements are listed so your coordinators know what each worker needs.
See Understanding cross-tenant collaboration for the data flow.
Assign workers to the event
After accepting (and any org-level acknowledgment), you will see the collaboration detail view showing the event information and an empty worker roster.
Option A — Assign workers yourself
- From the collaboration detail view, click Assign Workers.
- Search for workers in your organization by name.
- Select the workers you want to assign and click Confirm.
Assigned workers appear in the roster. They will receive a notification that they have been assigned to an event at a partner organization. If the collaboration has worker-level document requirements, their registration status shows Pending documents until every required document is signed — missing documents appear on the worker's row with a direct upload link.
Option B — Open self-signup for your workers
If the host organization enabled self-signup when they created the invitation:
- From the collaboration detail view, click Open Self-Signup.
- Your organization's workers will see this event in their event list and can sign themselves up.
Workers who self-sign up appear in the roster as they register. You can monitor the roster and remove workers if needed.
Whether self-signup is available depends on a setting the host organization controls. If you do not see the Open Self-Signup option, the host has limited assignments to coordinator-managed only.
Worker count limits
The host organization may have set a limit on how many workers they need from you.
| Situation | What happens |
|---|---|
| Under the limit | Assignments proceed normally. |
| Approaching the limit | A warning appears showing how many spots remain. |
| At the soft cap | You see a warning, but can still assign additional workers if the situation warrants. |
| At the hard cap | No further assignments are possible. The event's maximum worker count has been reached. |
The soft cap is the number the host requested. The hard cap is the event's maximum worker count set by the host. Exceeding the soft cap requires a judgment call — if you are unsure, message the host coordinator first.
Remove a worker from the collaboration
If a worker can no longer attend:
- Navigate to the collaboration detail view.
- Find the worker in the roster.
- Click Remove next to their name.
The worker is notified that they have been unassigned.
What workers from your org see
Your workers see the event in their event calendar exactly as they would any event — the event name, date, venue, and their assignment. The fact that it is hosted by a different organization is shown (so they know whose event they are working), but the assignment and check-in experience is the same as any other event.
Your workers remain members of your organization throughout. Their attendance is tracked under your organization's collaboration record, and any payout for their work goes to your organization (not directly to individual families, unless you run your own internal settlement afterward).
Next Steps
- How settlement works for paid collaborations — what happens after the event and how your organization gets paid.
- Understanding cross-tenant collaboration — how workers, money, and roles work across organizations.