> For the complete documentation index, see [llms.txt](https://docs.crowdwork.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.crowdwork.com/for-theatres/managing-staff-and-users/custom-permissions.md). # Custom Permissions Not every team member fits neatly into a standard role. Custom permissions let you go beyond the built-in roles and build exactly the right access level for a specific person — whether that's a producer who should only see their own show, an outside accountant reviewing your order history, or a board member who just needs to see the sales numbers. {% hint style="info" %} **New to user roles?** Custom permissions build on top of the standard role system. If you haven't set up users yet, start with the [Managing Staff & Users guide](https://docs.crowdwork.com/for-theatres/managing-staff-and-users) first. {% endhint %} *** ## Start Here: Common Scenarios Most people only need custom permissions for a handful of situations. Find yours below and follow the checklist — you don't need to read the whole page. *** ### 🎭 A Producer Who Should Only See Their Own Show **The situation:** You have multiple producers running separate shows, and you don't want them seeing each other's ticket sales, customers, or data. **How to set it up:** 1. Go to [Dashboard → Users](https://crowdwork.com/dashboard/users) and find the user 2. Change their role to **Custom**, then click the gear icon (⚙️) that appears 3. In the **Events** field, search for and select their specific show 4. If they only need to see the show, leave the extra checkboxes unchecked — view access is on by default. Check **Edit Only** if they also need to make changes to the show itself. 5. Under **Other Permissions**, enable **View Only** for: * Customers * Orders 6. Leave everything else unchecked 7. Click **Save Permissions** **What this does:** The producer can see their show, their ticket buyers, and their orders — nothing else. Their analytics will automatically show only data for that show. The "Create Show" option won't even appear in their interface. *** ### 📊 An Outside Accountant or Financial Auditor **The situation:** Someone external needs to review your order history and transaction records — but they should have no ability to touch anything else. **How to set it up:** 1. Go to [Dashboard → Users](https://crowdwork.com/dashboard/users) and find the user (or invite them first) 2. Change their role to **Custom**, then click the gear icon (⚙️) 3. Leave the **Events** field blank — they don't need event access 4. Under **Other Permissions**, enable **View** only for: * Orders 5. Leave all Platform Features unchecked 6. Click **Save Permissions** **What this does:** The auditor can log in and see order history. That's it. No customer data, no shows, no financial tools — just the transaction records they need to do their job. *** ### 📈 A Stakeholder Who Just Needs to See Analytics **The situation:** A board member, investor, or director wants to check in on sales performance without having any ability to edit events or access patron data. **How to set it up:** 1. Go to [Dashboard → Users](https://crowdwork.com/dashboard/users) and find the user 2. Change their role to **Custom**, then click the gear icon (⚙️) 3. Leave the **Events** field blank 4. Leave all **Other Permissions** unchecked 5. Under **Platform Features**, enable **Charts** 6. Click **Save Permissions** **What this does:** The stakeholder can view your Analytics charts dashboard. They can't see individual orders, customer records, or anything else. If they should also run financial reports, enable **Reports** as well — keep in mind that report exports include patron names and email addresses. If you want to scope their view to specific shows, add those events in the Events field — analytics and reports will automatically filter to match. *** ### 🎟️ A Box Office Volunteer for One Specific Show **The situation:** A volunteer is working the door for one specific show and needs to check in tickets via POS, but shouldn't have access to anything else. **How to set it up:** 1. Go to [Dashboard → Users](https://crowdwork.com/dashboard/users) and find the user 2. Change their role to **Custom**, then click the gear icon (⚙️) 3. In the **Events** field, search for and select their specific show 4. Leave the extra checkboxes unchecked — view access is on by default, which is all they need 5. Leave all **Other Permissions** and **Platform Features** unchecked 6. Click **Save Permissions** {% hint style="info" %} All roles — including Custom — have access to the POS app for in-person sales and check-ins by default. {% endhint %} ***
## How to Assign Custom Permissions {% hint style="info" %} **You must be an Admin** to assign or edit user permissions. Go to [Dashboard → Users](https://crowdwork.com/dashboard/users) to get started. {% endhint %} 1. Locate the user in your [Users list](https://crowdwork.com/dashboard/users) 2. Open the role dropdown for that user and select **Custom** 3. Click **Update** to save the role change 4. A gear icon (⚙️) will appear next to the role dropdown — click it to open the permissions editor 5. Configure access using the sections below, then click **Save Permissions**
*** ## Understanding the Permissions Editor The permissions editor has three sections. Work through them top to bottom. ### Step 1: Select Events This is where you control which shows or classes this user can access. * **Type to search** for a specific show or class and select it — you can add multiple * **Leave blank** if this user doesn't need access to any events Every user with event access can view those events by default — that's the baseline. Use the checkboxes below the event selector to grant additional capabilities if needed: * **Edit Only** — the user can modify event details (name, dates, pricing, etc.) but cannot create new events or delete existing ones * **Full Access (create, delete, etc.)** — the user has complete control, including creating new events and permanently deleting them {% hint style="warning" %} These access levels apply **only to the events you've selected above** — they do not affect any other part of the account. The Other Permissions grid below is a separate and independent set of controls. {% endhint %} {% hint style="danger" %} Grant **Full Access** only to users you fully trust. Creating and deleting events are irreversible actions that affect ticket sales and patron data. {% endhint %} **What gets automatically scoped:** When you assign specific events, CrowdWork automatically limits that user's view of tickets, registrations, and analytics to only those events. You don't need to configure this separately — it happens on its own.
### Step 2: Set Other Permissions This grid controls access to specific data types and features across the platform. Each row is independent — you can mix and match freely. | Feature | View | Edit Only | Full Access | | ---------------------------- | ----------------------------------------------------------------------------- | ------------------------------------------------ | ----------------------------------- | | **Discount Codes** | See existing codes | Modify existing codes | Create new + delete codes | | **Orders** | See transaction history | Add tickets to an existing order | Create new orders | | **Customers** | See customer records | Edit customer record details | Create customer record + delete | | **Students** | See student records | Edit student record details | Create student record + delete | | **Tags** | See tags | Modify existing tags | Create new + delete tags | | **Notifications** | See notifications | Edit existing notification content | Create new alerts + delete existing | | **Custom Fields** | See custom fields | Modify existing fields | Create new fields + delete fields | | **Gift Cards** | See gift card records | Modify gift card details | Create new gift cards + delete | | **Membership Tiers** | See membership tiers | Modify tier details | Create new tiers + delete tiers | | **Memberships** | See membership records | Manage patrons' memberships (retry/pause/cancel) | — | | **Payment Plans** | See payment plan settings | Modify payment plan settings | Create new plans + delete plans | | **Payment Plans (Enrolled)** | See enrolled payment plans | Modify an enrolled patron's plan | — | | **Waitlist** | View all waitlist entries and send email notifications to patrons on the list | — | — | {% hint style="info" %} Not all features support all three access levels. Where a cell shows "—", checking that box has no additional effect beyond the level below it. {% endhint %} *** ### Step 3: Enable Platform Features These are account-wide capabilities that aren't tied to specific data. Each is a simple on/off toggle. | Feature | What it enables | | ----------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Charts** | Access to the Analytics charts dashboard (**Analytics → Charts** in the sidebar); when specific Events are selected, charts are scoped to those events only | | **Reports** | Access to the Reports page — run, save, and export financial reports. Report exports include patron names and email addresses. When specific Events are selected, reports are scoped to those events only | | **Issue Refunds** | Ability to process refunds on orders | | **Manage Users** | Ability to invite and manage other users (use with caution) | *** ## How the Interface Adapts One of the most useful things about Custom permissions: **CrowdWork's interface adjusts automatically** based on what the user can access. Menu items, buttons, and actions that aren't available to that user simply won't appear. A user who can't create shows won't see the "Create Show" button. A user scoped to one event won't see data from other events. This means you don't need to worry about users accidentally stumbling into things they shouldn't see — the system handles that for you. *** ## Tips * **Start minimal.** Give the user only what they've asked for. It's easy to add more later, and much harder to explain why someone saw something they shouldn't have. * **Scoping events also scopes analytics.** If you add specific events, that user's analytics view automatically reflects only those events — a useful side effect for producers or show-specific staff. * **Custom doesn't replace standard roles.** For most team members, a standard role (Box Office, Producer, Manager, etc.) is the right choice and easier to maintain. Reach for Custom only when a standard role doesn't fit the situation. * **Notes have no permission checkbox — and don't need one.** Access to [staff notes](https://docs.crowdwork.com/for-theatres/staff-notes) is exactly access to the record they're on. Anyone who can open a customer, student, order, show, or class can read and add its notes; a user scoped away from your Students can't see student notes either. Everyone can edit and delete their own notes, and admins can edit and delete anyone's. * **Review permissions periodically.** If a contractor or guest auditor finishes their work, remove their access promptly via [Dashboard → Users](https://crowdwork.com/dashboard/users). *** ## Related Topics | Task | Guide | | ---------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | | Invite a new user | [Managing Staff & Users](https://docs.crowdwork.com/for-theatres/managing-staff-and-users) | | Understand the standard roles | [Managing Staff & Users → Understanding User Roles](https://docs.crowdwork.com/for-theatres/managing-staff-and-users#understanding-user-roles) | | Understand who can see staff notes | [Staff Notes](https://docs.crowdwork.com/for-theatres/staff-notes) | | Troubleshoot access issues | [Managing Staff & Users → Troubleshooting](https://docs.crowdwork.com/for-theatres/managing-staff-and-users#troubleshooting-access-issues) |