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Guest Hackathons

Updated

Have you ever wanted to invite someone from outside your organization to a Hackathon? Maybe you want to invite an entire team from a Customer to work more directly with them to adopt your products? Guest hackathons will enable you to do just that.

The new Guest feature allows hackathon organizers to invite users from outside their organization to participate in their hackathons. Guests will only have access to the hackathon they are invited to, making it a great option for collaborating with external teams while keeping your existing hackathon and project data safe and secure. 

Getting Started

Inviting Guests

First, you need to setup your guest list:

  1. Create a new hackathon or open an existing one
  2. Click Edit in the Admin bar
  3. Click on the +GUEST link located on the right-hand side of the page
  4. Type in the email of your guest 
  5. Click Add guests

guestlist.gif

Great, now that you have your guest list, it's time to invite these guests to the hackathon. You can send an email invitation to the Guest, or you can copy the invite link and sent it along to the Guest yourself. 

Option 1: Send email invite to your Guests

  1. Click send email invites
  2. Click Send X email invite when you are ready to send the invites
  3. Your guests in the added list who have not previously received an invite email will be sent an invite to create a DFT account and join the hackathon send-guest-email-invite.gif

⚠️ Important

  • You are able to update the guest list at any time. Devpost will not send invite emails to those who have already received them within 24 hours. After 24 hours you are able to send another invite to remind the Guest to register. 

 

Option 2: Copy the invite link

If you would prefer to invite the Guests yourself, you can simply copy the invite link from the Guest management area to send over to them after they have been added to the Guest list. 

  1. Ensure you have added Guests to the Guestlist
  2. Click copy invite link which will copy the link to your computer's clipboard. 
  3. That's it! Now you can send that link to your Guests via email, slack, etc 

click-copy-email-invite.gif

 

Managing Guests

Viewing Guests who have joined and those yet to join

Guests who have received the invite email or clicked on the invite link will then be taken to create Devpost for Teams accounts and redirected to the Hackathon to register. You can see who from your Guest list has joined the hackathon so that you can remind those who have yet to join to do so.

  1. Navigate to the Hackathon where your Guests have registered
  2. Click Edit in the Admin bar
  3. Click on the +GUEST link located on the right hand side of the page
  4. Here you will be presented with two tabs JOINED and ADDED
  5. Click on JOINED to see all Guests who have registered for the Hackathon 
  6. Click on ADDED to see all Guests who have been added to the Guestlist, but have not registered for the Hackathon
  7. Screen

Removing Pending Guests from the Guestlist

If you need to remove Guests that have yet to register for the Hackathon, please follow these steps:

  1. Navigate to the Hackathon where your Guests have registered
  2. Click Edit in the Admin bar
  3. Click on the +GUEST link located on the right-hand side of the page
  4. Here you will be presented with two tabs JOINED and ADDED
  5. Click on ADDED to see all Guests who have been added to the Guestlist, but have not registered for the Hackathon
  6. Identify the Guest you would like to remove and click the X
  7. That pending Guest will no longer have access to the Hackathon

Removing Guests from a Hackathon

To remove guest access from a hackathon, follow these steps:

  1. Open the Hackathon where Guests have registered
  2. Click Edit in the Admin bar
  3. Click on the +GUEST link located on the right-hand side of the page
  4. Here you will be presented with two tabs JOINED and ADDED
  5. Click on JOINED to see all Guests who have registered for the Hackathon 
  6. Identify the Guest you would like to remove from the Hackathon and click the X
  7. That Guest will be removed from the Hackathon

⚠️ Important

  • Please note that removing the Guest from the Hackathon does not remove the user from your Organization. To remove the user from the Organization please see the following section: Removing Guests from your Devpost for Teams Organization

Removing Guests from your Devpost for Teams Organization

Users who join your organization as a Guest can be removed from your Organization via the Organization Settings. Removing Guest users results in them no longer having access to your Devpost for Teams Organization, including any hackathons they had access to:

⚠️ Important: Only Admins are able to remove users from the Organization via Organization Settings 

  1. Click on your profile image in the top right-hand of the screen and click Organization Settings  
  2. Open the Members tab
  3. Locate the Guest user you would like to remove
  4. Click the trash can icon to start the process
  5. Click confirm when you are ready

Viewing Guests in the Hackathon People Tab

To view guests in the People tab of a hackathon, use the following steps:

  1. Navigate to the Hackathon where your Guests have registered
  2. Either scroll down to the People and Project section or click the number of registrants at the top of the page to scroll down
  3. Click on People
  4. You will now see Guests who have created Devpost for Teams accounts and have registered for the Hackathon
  5. If you would like to filter to only the Guests, click the Guests filter button in the People filter bar

view-guests.gif

 

 

Exporting Guest Information

Viewing Guests in Projects Exports and Registrant Exports

  1. Open the Hackathon that has Guests registered
  2. Click the Metrics icon in the Hackathon Admin bar
  3. Click Download projects or Download status by the user; you’ll receive an email from no-reply@devpost.team indicating that the file is ready to be downloaded. 
  4. Within the CSV file, all Guests will have "Guest" Appended to their user name so you can easily identify who are Guests, and what Projects they have created

Guest Participation in Hackathons

Participating as a Guest

As a guest in a hackathon, you can perform the following actions:

  • Create, join, and submit projects.
  • View all projects and users in the hackathon.
  • Comment on projects.
  • Join a project.
  • Edit your user settings and profile details

Permissions and Limitations

As a guest in a hackathon, please note the following permissions and limitations:

  • You are able to view hackathons that you have been invited to
  • You are able to view projects that have been created in the hackathon you have been invited to
  • You are able to view other users who have registered for the hackathon you have been invited to
  • You cannot view or invite existing organization members to the hackathon if they have not registered for the Hackathon you have been invited to 
  • You cannot invite new members to the hackathon.
  • You cannot invite other guests to the hackathon.

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