Roles and permissions: who can do what
There are five roles: owner, manager, event coordinator, staff and client. Settings, Roles & permissions sets what each can do with ticks, grouped by the venue, events, layouts and forms, and contacts and reporting. Some jobs need a minimum role whatever the ticks say.
The built-in roles
| Role | The app describes it as | Examples of what only this role and above can do |
|---|---|---|
| Owner | Everything, and that cannot be changed | Change a person’s role or remove them, change the venue’s name and branding, turn the AI assistant on or off for the venue. |
| Manager | Runs the venue, its events and most settings | Create and edit automations, send invitations, block dates, website embeds, export the venue’s data, the API key, payment keys, imports, lead sources, tour settings, erase from the Trash. |
| Event coordinator | Events, bookings and venue settings | Edit events and bookings, convert inquiries, contracts and amendments, proposals, invoices, ticket types, vendors and certificates, venue inventory. |
| Staff | Sees events and helps run them | Read most venue data, the activity log, Discussions and the calendar, add inquiries, use Paste an email. |
| Client | Only the events they are booked for | The client portal only. Clients do not take a seat. |
Change what a role can do
- Open Settings, then Roles & permissions under People & access. You need the “Change roles and permissions” tick.
- Open a role. Tick what it can do under The venue, Events, Layouts, forms and menus and Contacts and reporting.
- Press Save permissions. A message says “Permissions updated”. Put back the saved ticks drops your draft.
- To go back to the app’s defaults for a built-in role, use the row menu and choose Put back the default ticks.
Team chat
Discussions in the left rail holds Venue chat, which goes to everyone on the team, and Direct messages to one person on the same venue. Staff and above can use it. Clients cannot see it. Settings, Notifications lets an owner or manager send a notice that appears in every member’s Notifications list, with a title, a message and a kind: Note, Good news, Heads up or Urgent.
What it does not do
- The Owner’s ticks cannot be changed. The last owner can never be demoted or removed.
- A role you add with Add a role cannot be given to a person yet. Choosing one on the Members screen fails with “We couldn’t change that role.”
- Three ticks are listed but do nothing yet: Invite people, See the activity log and Join discussions. Inviting needs the manager role, the activity log needs staff, and Discussions shows to everyone.
- After you edit one built-in role, the screen may show the other roles with no ticks. The real checks still use their default ticks.
- A manager may see a Settings form they cannot save. Saving the venue’s name and address needs an owner.
- There is no owner transfer. An owner can make someone else an owner, but there is no way to give up your own Owner role.
- The venue creator keeps some rights a co-owner does not: archiving the venue, and being the address clients reply to.
- Free allows 2 staff seats, counting the owner. The limit applies when a person accepts an invitation.
Common questions
What does each tick do?
The ticks mostly control which screens appear in the left rail and Settings. A few jobs also need a minimum role whatever the ticks say, as in the table above.