{"id":2274,"date":"2025-09-25T10:09:59","date_gmt":"2025-09-25T14:09:59","guid":{"rendered":"https:\/\/kb.ieee.org\/vtools\/?post_type=kb&p=2274"},"modified":"2025-10-24T15:49:35","modified_gmt":"2025-10-24T19:49:35","slug":"co-host-approval-workflow","status":"publish","type":"kb","link":"https:\/\/kb.ieee.org\/vtools\/blog\/kb\/co-host-approval-workflow\/","title":{"rendered":"Now Available! Co-host Approval Workflow"},"content":{"rendered":"

This new workflow was deployed to vTools Events on Thursday 2 October.<\/strong><\/p>\n

In an effort to reduce the number of event co-hosts being added without permission, the vTools Team has implemented a workflow that allows event creators to send a URL for prospective co-hosts to add themselves to an event, thus providing approval of their addition as a co-host for the event.<\/p>\n

This new workflow also allows the primary host to control who can manage the event – so if there are any co-hosts that you want to list but do not want them to have \u201cedit\u201d access to the event, you can check or un-check that box accordingly.<\/p>\n

Note:<\/strong> For now, the existing process of direct-adding co-hosts will still be in place. However, we encourage volunteers to use the new workflow as much as possible going forward.<\/p>\n

To use this new workflow, follow these steps:<\/p>\n

1) Sign in to vTools <\/span>Events<\/span><\/a> with your IEEE Account.<\/span><\/b><\/p>\n

\"\"<\/a>
Click to Enlarge<\/figcaption><\/figure>\n

2) Click on \u201cCreate Event\u201d to create a new event.<\/span><\/b><\/p>\n

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Click to Enlarge<\/figcaption><\/figure>\n

3) Add your primary host, as you normally would – you will only be able to add OUs for which you are a current officer.<\/span><\/b><\/p>\n

4) Instead of clicking the \u201cAdd Co-Host\u201d button, click the checkbox to \u201cEnable Co-Host URL.\u201d<\/span><\/b><\/p>\n

5) This will generate a URL that you can then copy to send via email or<\/span> other method to other volunteers from other OUs that you would like to add as co-hosts – more on this in Step 7. <\/span><\/span><\/p>\n

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Click to enlarge<\/figcaption><\/figure>\n

6) Continue with the setup of the rest of your event, just as you normally would. <\/span><\/b><\/p>\n