Venue or organisation? This article is about roles for your organisation: access that covers several venues at once. Only want to manage who can do what within one venue? Read Managing User Roles & Permissions: Venue level.
Your organisation groups all your venues. Organisation roles control what each team member can see and do across your organisation, for example in your brands, themes, reports or venues. You can use the built-in Organisation Manager role, or create custom roles that give someone access to one area only. More on that below.
First of all, go to your organisation in the backoffice to get started. You do this by clicking in the link tree on the top left.
NOTE
This is only visible for user roles on venue level who also have an organisation manager role on organisation level.
First of all, you'll see an overview of the venues that belong to your organisation. By clicking on on of them, you'll jump straight back to the venue level.
To make changes to user roles on organisation level, however, you will have to navigate to Org. settings at the bottom left.
You see here that you can manage organisation roles in two tabs: People, where you invite team members and choose their role, and Roles, where you create roles and choose what each role can do.
Venue roles vs organisation roles
Venue roles and organisation roles are two separate sets. They don't mix:
Venue roles (Owner, Admin, Staff and your custom venue roles) only work within one venue.
Organisation roles (Organisation Manager and your custom organisation roles) work at organisation level, and can reach all venues of your organisation.
You can't give an organisation role in a venue, or a venue role in your organisation. Also good to know: the venue Owner role doesn't include managing the organisation.
The default role: Organisation Manager
The Organisation Manager role has every organisation permission. That includes access to every venue in your organisation, so an Organisation Manager doesn't need a separate role in each venue. It never gives access to venues of another organisation.
The Organisation Manager role can't be edited or deleted.
Creating a custom organisation role
Want to give someone access to one part of your organisation only, like reporting or themes? Create a custom role.
Go to the Roles tab of your organisation and create a new role by clicking on New role.
Give the role a clear name that reflects its purpose, for example Brand Manager or Group Reporting. Every name can only be used once in your organisation. The names owner, admin, staff and organisation_manager are reserved.
Choose the permissions. Every area of your organisation (like brands, venues, themes, reporting, news and user roles) has two permissions: view to see it, and manage to change it. So you can give someone read-only access to one area and nothing else.
Click Save. Done ✅
Good to know: You can only give permissions you have yourself. Permissions you don't have are greyed out, with a note explaining why. Ask someone who has them to create or edit the role.
When you edit a role later, the permissions you save replace the old ones completely. So a permission you untick is removed from everyone with that role.
Access to your venues
Managing your organisation and having access to its venues are two different permissions. A custom organisation role without access to the venues can still manage the organisation areas you gave it. That person logs in and lands on your organisation, instead of a venue dashboard.
Need them in one venue only? Give them an ordinary venue role in that venue. Read how to manage roles at venue level.
Inviting a team member and assigning a role
Go to the People tab of your organisation and invite a new team member.
Choose their role. If you don't choose one, they get the Organisation Manager role.
The new team member receives an invitation and sets their own password the first time they log in.
You can change someone's role afterwards in the People tab. The new permissions apply right away.
Deleting a role
A role can't be deleted while team members still have it. Give them a different role first, then delete it.
Tips
Start with as few permissions as possible and add more when needed. It's easier to give access than to undo accidental changes. Make sure at least one person always has the Organisation Manager role, so you never lose access to your organisation settings.