Every person on your team has one role. Roles are cumulative: each role can do everything the roles below it can.
Team roles
| Role | Typical person | Highlights |
|---|---|---|
| Staff | Servers, setup crew, AV | View events, BEOs, vendors and documents. Work on tasks. Reply in communication history. |
| Coordinator | Event/sales coordinator | Create and edit events, leads, clients, contracts, invoices, quotes and BEOs. Record payments. Send contracts. View reports. |
| Manager | General manager | Everything above, plus: cancel or delete events, override a room conflict, approve vendors and BEOs, void contracts and payments, refund, assign leads and staff, view and change settings. |
| Admin | Office administrator | Manager access plus branding, inviting and editing team members, and advanced reports. |
| Owner | Business owner | Everything, plus billing, integrations (payment accounts), API keys, webhooks and deactivating users. |
Reports and background work
| Coordinator | Manager | Admin / Owner | |
|---|---|---|---|
| Run reports, build and save your own, print, print a calendar | ✓ | ✓ | ✓ |
| Export CSV or PDF, email a report, set up scheduled reports | ✓ | ✓ | |
| Share a report with the team; change or delete anyone's report; see everyone's schedules | ✓ | ||
| See venue-wide connection problems on the dashboard | ✓ | ✓ |
Everyone sees their own background jobs and their own connections (their calendar, their inbox). See Reports and Background jobs and connections.
Venue-scoped vs. company-wide
A membership is either company-wide (owners and admins usually) or limited to one venue. A venue-scoped manager sees only that venue's events, rooms and leads. If you have a single venue, the difference rarely matters.
Outside users
These people never see your dashboard:
- Clients sign in through the client portal (they open the link you email them, then confirm their email with a one-time code) to view their event, sign contracts, pay, fill out questionnaires and upload files.
- Vendors use the vendor portal to see the events they are assigned to.
Neither has a team role; their access is limited to the specific events and documents shared with them.
Common questions
Why can't I see Settings? Settings requires the Manager role or higher. Branding needs Admin; billing, integrations, API keys and webhooks need Owner.
Can a coordinator delete an event? No. Coordinators can edit and confirm events; deleting or cancelling needs a Manager.