Inviting Users to Your Festival

Stagecraft makes it easy to collaborate with your team. Invite team members, assign appropriate permissions, and work together to organize your festival.

Understanding User Roles

Before inviting users, it’s important to understand what each role can do:

Admin

Full access to everything:

• ✅ Create and edit editions, artists, stages, and programs
• ✅ Invite and remove team members
• ✅ Manage subscription and billing
• ✅ Generate and manage API keys
• ✅ Access all festival settings

Best for: Festival directors, organizers, and key decision-makers

Editor

Can manage content but not administration:

• ✅ Create and edit editions, artists, stages, and programs
• ✅ Build and modify the festival program
• ✅ Update artist information
• ❌ Cannot invite or remove users
• ❌ Cannot access billing or subscription settings
• ❌ Cannot generate API keys

Best for: Program coordinators, content managers, and scheduling staff

Viewer

Read-only access:

• ✅ View all festival information
• ✅ See editions, artists, stages, and programs
• ❌ Cannot make any changes
• ❌ Cannot edit or create anything

Best for: Board members, stakeholders, or anyone who needs visibility but shouldn’t make changes

How to Invite a User

What Happens After You Send an Invitation?

The Invited Person Receives:

An email containing:

• Information about who invited them
• The festival name they’re being invited to
• Their assigned role and what they can do
• A link to accept the invitation

The Invitation Process:

1. They click the link in the email
2. If they don’t have an account, they create one
3. If they already have an account, they log in
4. They automatically gain access to your festival with the assigned role

In Your Users Page:

• Pending invitations show as “Invited” with the email address
• Once accepted, the user appears in your team members list
• You can cancel a pending invitation before it’s accepted

Managing Existing Users

Viewing Team Members

The Users page shows all team members:

• Name and email address
• Current role
• When they joined the festival
• Action buttons for management

Changing a User’s Role

Removing a User

If someone no longer needs access to your festival:

Invitation Management

Canceling Pending Invitations

If someone hasn’t accepted their invitation yet:

1. Go to the Users page
2. Find the pending invitation
3. Click Cancel Invitation
4. The invitation link will stop working

Re-sending Invitations

If someone didn’t receive their invitation:

1. Cancel the original invitation
2. Send a new invitation using the same process
3. Ask them to check their spam folder

Best Practices

Choose Roles Carefully

Think about what each person needs to do:

• Too many Admins = Risk of accidental changes to critical settings
• Too few Admins = Bottleneck when admin tasks need to be done
• Right role for the job = Secure and efficient workflow

Start with Lower Permissions

When in doubt, start with a more restrictive role:

1. Invite as Editor or Viewer initially
2. See how they use the system
3. Upgrade to Admin if needed

It’s easier to grant more permissions than to fix problems caused by too many permissions.

Keep Your Team Updated

Regularly review your users list:

• Remove people who no longer need access
• Update roles as team members’ responsibilities change
• Verify that all active team members are still involved

Communicate Role Changes

Let team members know:

• What their role allows them to do
• Any changes to their permissions
• Who to contact if they need elevated access

Common Scenarios

Festival Director + Program Coordinator

Setup:

• Festival Director: Admin role
• Program Coordinator: Editor role

Why: Director handles billing and team management, while Coordinator focuses on building the actual festival program.

Multi-Person Planning Committee

Setup:

• 2-3 Key Organizers: Admin role
• Other Committee Members: Editor or Viewer roles

Why: Multiple admins ensure someone can always handle urgent tasks, while other members have appropriate access for their roles.

Board Oversight

Setup:

• Festival Staff: Admin and Editor roles
• Board Members: Viewer role

Why: Board members can monitor progress without accidentally making changes to the festival program.

Common Questions

Can someone be part of multiple festivals?

Not currently. Each account is associated with one festival. If someone needs to work on multiple festivals, they would need multiple accounts.

What if someone forgets their password?

They can use the “Forgot Password” link on the login page. This doesn’t require any action from you as an Admin.

Can I transfer my Admin role to someone else?

Yes, another Admin can change your role. However, make sure at least one person always has Admin access. If you’re the only Admin, promote someone else to Admin before downgrading yourself.

What happens if I remove the only Admin?

The system prevents you from removing yourself if you’re the only Admin. You must add or promote another Admin first.

Can removed users see historical data?

No. Once removed, users cannot access the festival at all. However, their name remains attached to any changes they made for auditing purposes.

Troubleshooting

Invitation not received

If someone doesn’t receive their invitation:

1. Verify you entered the correct email address
2. Ask them to check spam/junk folders
3. Cancel and resend the invitation
4. Ensure their email provider isn’t blocking emails from Stagecraft

User can’t perform expected actions

If a user says they can’t do something they think they should be able to:

1. Check their current role on the Users page
2. Review what that role permits (see role descriptions above)
3. Update their role if needed
4. Have them log out and back in to refresh permissions

Multiple Admins creating conflicts

If multiple Admins are making conflicting changes:

1. Establish clear responsibilities for each Admin
2. Consider communication before major changes
3. Use Editor role for team members who don’t need admin access

What’s Next?

Now that you know how to manage your team:

• Learn about Events →
• Add Artists to your festival →
• Build your Program →