Inviting Team Members & Setting Permissions | Getting Started | Crafted Call | Crafted Call
Inviting Team Members & Setting Permissions
Gallery OwnersUpdated Apr 17, 2026
Inviting Team Members & Setting Permissions
Running an open call requires teamwork. Crafted Call lets you invite colleagues and assign role-based permissions so team members can help with specific tasks—from managing submissions to reviewing artwork.
Understanding Roles & Permissions
Crafted Call has five role types, each with different access levels:
Owner
Full access to all organization settings, calls, and submissions
Can invite team members and assign roles
Can transfer organization ownership to another user
Can connect or manage Stripe payment settings
Can delete the organization
Best for: Executive director, founder, or primary decision-maker
Admin
Can create, edit, and publish calls
Can view all submissions and jury scores
Can manage team members (except changing ownership)
Can access organization settings and reports
Cannot delete the organization or change ownership
Best for: Gallery director, operations manager, or calls coordinator
Member
Can create and manage calls
Can view submissions for calls they created
Can communicate with artists via the platform
Cannot access organization settings or invite team members
Best for: Staff who handle specific calls or submissions
Juror
Can access only assigned juries
Can review submissions and score artwork
Cannot create calls, manage submissions, or access settings
Cannot see other team members' activity
Best for: Visiting artists, panel members, or external reviewers
Volunteer
Read-only access to calls and submissions
Can view all juror comments and scores
Cannot make changes or score work
Cannot access organization settings
Best for: Interns, assistants, or archival staff
Tip: Use the principle of least privilege—assign only the permissions each person needs to do their job.
Inviting Team Members
Step 1: Go to Team Settings
In the admin dashboard, click Settings in the left sidebar
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Select Team Members
Step 2: Click "Invite Team Member"
A form appears asking for:
Email address – The person's work email (required)
First name – Their first name
Last name – Their last name
Role – Select from Owner, Admin, Member, Juror, or Volunteer
Step 3: Send the Invitation
Click Send Invitation. Crafted Call emails the team member with:
A welcome message from your organization
A secure link to accept the invitation
Instructions to create an account (if they're new) or log in
The invitation link expires after 7 days.
Step 4: New Member Completes Setup
When the team member clicks the invitation link, they:
Log in to their existing Crafted Call account or create a new one
Confirm they accept the role and permissions
Are immediately added to your organization
They can now access the platform with their assigned permissions.
Managing Team Members
View Your Team
Go to Settings → Team Members to see:
All current team members
Their email addresses and assigned roles
When they joined
Their last activity date
Change a Member's Role
Go to Settings → Team Members
Find the team member in the list
Click the Edit button (pencil icon)
Select a new role from the dropdown
Click Save
Changes take effect immediately.
Remove a Team Member
Go to Settings → Team Members
Find the team member you want to remove
Click the Delete button (trash icon)
Confirm the removal
The person loses access to your organization but their account remains active on Crafted Call (they can join other organizations).
Transferring Ownership
Only an Owner can transfer organization ownership to another team member. This is permanent—the previous owner becomes an Admin.
To Transfer Ownership:
Go to Settings → Team Members
Find the person you want to make Owner
Click Edit next to their name
Select Owner from the role dropdown
Click Save
Confirm the transfer (you'll be asked to verify via email)
Once confirmed, the new owner has full control. You'll be downgraded to Admin.
Important: Only transfer ownership if you're confident this person should have complete control over your organization and payment settings. This decision cannot be easily reversed.
Role-by-Role Permissions Quick Reference
Action
Owner
Admin
Member
Juror
Volunteer
Create/edit calls
Yes
Yes
Yes
No
No
Publish/archive calls
Yes
Yes
Yes
No
No
View submissions
Yes
Yes
Yes (own calls)
Yes (assigned)
Yes (read-only)
Score submissions
Yes
Yes
Yes
Yes
No
Manage team
Yes
Yes
No
No
No
Manage organization settings
Yes
Yes
No
No
No
Connect Stripe
Yes
No
No
No
No
Delete organization
Yes
No
No
No
No
Best Practices
Separate submission review from scoring: Assign Member roles to staff who field submissions, and Juror roles to external reviewers who score work. This keeps roles distinct.
Use Member for staff: If someone only handles one or two calls, the Member role gives them what they need without exposing organization-wide settings.
Prefer Juror for guests: External judges or visiting artists should have Juror access, not broader permissions.
Archive inactive accounts: If a team member leaves, remove them promptly. You can always reinvite them later if needed.
Document role assignments: Keep a spreadsheet or note of who has what access and why. This is helpful during audits or transitions.
What's Next
With your team invited and permissions set, you're ready to:
