😎Managing Staff & Users
This page describes how to manage multiple users within your CrowdWork account.
This guide will help you set up and manage your team within CrowdWork. Our user management features enable you to grant access to your theatre's ticketing system without needing to share your personal account—think of it as a more secure alternative to password sharing. By inviting users, you can customize the permissions of each team member, ensuring they have precisely the access required to keep your theatre running smoothly.
Inviting New Users
To start, you'll need to invite the members of your team to your account. Here's how:
Navigating to Users: Locate the Users menu in the left sidebar of your Dashboard.
Sending an Invite: At the top of the Users screen, use the email field to enter the email address of the team member you wish to invite, then click "Invite User."
Invitation Email: The user will receive an email invitation from [email protected] with the subject "CrowdWork Invitation Instructions" that will guide them through the process.
Important Notes About Invitations
Admin Control: User permissions are exclusively controlled by Admins through the Users dashboard. Once you save the correct email address and role, the user gains access immediately to their assigned permissions.
Existing CrowdWork Users: If the invited person already has a CrowdWork account, they'll have access even without clicking the invite link. However, clicking the link confirms their acceptance of the role and notifies you as the admin.
New Users: Those without existing accounts will need to click the invitation link to create their account and gain access.
Managing Invited Users
After inviting users, you can view and manage their access through the Users screen:
Email: Displays the email addresses of invited users
Date Invited: Shows when each user was invited
Invite Status: Indicates if the invite is still pending ("Invited") or if the user has accepted ("Accepted")
User Role: Shows each user's current role - you can change it by selecting a new role from the dropdown and clicking "Update Role"
Remove User: Click here to remove a user's access to your theater account
Understanding User Roles
User roles determine what each user can and cannot do within your account. It's important to assign roles that fit each team member's responsibilities.
Quick Role Overview
Box Office
(Default role for new users)
Check in tickets, use the POS app
Access most management and analytics features
Producer
Manage shows, view customer data, use the POS app
Access extended analytics, class information, or financial management features
Instructor
View and manage class-related data, use the POS app
Access show/ticket data or extensive customer management
Manager
Manage tickets, shows, customers, classes, and view orders
View analytics, charts, or manage financial tools like discounts and gift cards
Admin
Do absolutely everything! Full access to all features and data
Escape all the fun work!
Detailed Permission Matrix
Use POS
✅
✅
✅
✅
✅
View Tickets
✅
✅
✅
❌
✅
View Customers
✅
✅
✅
❌
❌
Manage Shows
✅
✅
✅
❌
❌
View Students
✅
✅
❌
✅
❌
View Registrations
✅
✅
❌
✅
❌
Manage Classes
✅
✅
❌
✅
❌
View Orders
✅
✅
❌
❌
❌
Manage Notifications
✅
✅
❌
❌
❌
Manage Payment Plans
✅
❌
❌
❌
❌
View Analytics
✅
❌
❌
❌
❌
Invite Users
✅
❌
❌
❌
❌
Manage Discounts
✅
❌
❌
❌
❌
Issue Refunds
✅
❌
❌
❌
❌
Manage Gift Cards
✅
❌
❌
❌
❌
Manage Memberships
✅
❌
❌
❌
❌
The table above shows exactly what each role can access. Use this to determine the appropriate role for each team member based on their job responsibilities.
Permission Categories Explained
Use POS: Access to the point-of-sale mobile app for in-person sales
View/Manage Shows: Access to show listings, creation, and editing
View/Manage Classes: Access to class listings, creation, and editing
View Tickets/Customers: Access to ticket sales data and customer information
View Students/Registrations: Access to class enrollment data
View Orders: Access to all transaction history
Financial Tools: Discounts, gift cards, refunds, payment plans
Analytics: Sales reports, charts, and business intelligence
Admin Functions: User management, notifications, advanced settings
Troubleshooting Access Issues
If a user's permissions aren't showing up correctly, try these solutions:
Common Fixes
Logout and log back in - This refreshes the user's session and permissions
Try a different browser or use an incognito/private window to test
Check theatre selection - If the user has access to multiple theatres, they may need to switch between them
Multiple Theatre Access
Users with access to multiple theatre accounts will see a theatre selector dropdown. If permissions seem incorrect:
Try switching between different theatres in the selector
Switch back to the intended theatre
This process can refresh the permission settings
Best Practices
Safety First
We recommend giving each user the minimum level of access required to do their job effectively. You can always upgrade permissions later if needed.
Role Assignment Tips
Start new team members with Box Office access and upgrade as they prove competent
Instructors only need class-related permissions unless they also perform administrative duties
Reserve Admin access for owners and senior management only
Manager role works well for experienced staff who handle day-to-day operations
Regular Review
Periodically review user access, especially when:
Staff members change roles
Someone leaves your organization
You add new features or expand operations
You notice unusual account activity
User management is a powerful tool for keeping your theatre operations secure and efficient.
When in doubt, start with lower permissions and increase access as needed.
Need Help?
Have more questions? Need help managing your users? Our support team is always ready to help!
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