Team Members & Permissions
Access in Crafted Call has two layers: a base role that sets someone's standing in your organization, and optional feature access that opens specific areas of the admin. Both are managed at Team & Access (Admin → People → Team & Access). This article is the reference for what each role and each area actually reaches. For the steps to invite someone, see Inviting Team Members.
The base roles
Owner has complete control: every setting, the full data export, and deleting the organization. Some things are Owner-only and cannot be delegated to an Admin, including the full organization data export and deleting the organization.
Admin runs day-to-day operations. An Admin reaches calls, submissions, exhibitions, marketing, rentals and organization settings without needing anything added. An Admin can invite people and assign the Member, Volunteer, Juror and Artist roles, but cannot create another Owner or Admin. That restriction is deliberate: it stops an account with Admin access from quietly promoting itself.
Member is the important one to understand, because it is not a junior Admin. On its own, a Member reaches none of the admin work areas: not calls, not submissions, not marketing, not exhibitions, not rentals, and not organization settings. A Member becomes useful when you grant them the specific areas they work in. That is what feature access is for.
Juror reviews and scores the submissions on calls they are assigned to, and nothing else.
Volunteer works within the volunteer tools without access to submissions, financial records or subscriber data.
Artist is the standing an artist has with your organization. It is not a staff role.
Feature access
Feature access grants a Member one or more areas without making them an Admin. Grant as many as the person's job needs.
| Area | What it opens |
|---|---|
| Programming | Create and edit calls, manage jury assignments, view all submissions, send decision emails |
| Exhibition Manager | Create and edit exhibitions, manage artwork placement and pricing, move an exhibition through its stages, exhibition analytics |
| Finance | Revenue reports and call statements, invoices, payout history and pending payouts, donor contacts, financial exports |
| Commerce | Process and refund orders, manage artwork pricing, update order status, sales analytics |
| Marketing | Create and send campaigns, manage subscriber lists and segments, email analytics, edit transactional email templates |
| Volunteer Admin | Create and edit volunteer opportunities, manage shifts and assignments, log and approve hours, volunteer communications |
| Viewer | Read-only across the organization, including financial summaries but no exports and no write access of any kind |
| Intern | Read-only, limited to calls and submissions. No finances, payouts, donor records, marketing, commerce or volunteer access |
Common combinations
These pairings cover most galleries, and the roster offers them as starting points:
- Curator is a Member with Programming and Exhibition Manager.
- Registrar is a Member with Exhibition Manager.
- Bookkeeper is a Member with Finance.
- Marketing Coordinator is a Member with Marketing.
- Volunteer Coordinator is a Member with Volunteer Admin.
- Gallery Manager is simply an Admin.
You are not limited to these. They are the combinations that come up most often, and any title you like can sit on top of the same role and access.
Organization settings, specifically
Settings are gated more tightly than the rest of the admin:
- General organization settings need Owner or Admin.
- Currency and tax settings need Owner or Admin, or a Member with Finance.
- The full organization data export is Owner only. An Admin cannot run it.
- Deleting the organization is Owner only.
Choosing a role
Grant the least that lets the person do their job, and grant it by area rather than by seniority:
- A bookkeeper who needs to see money and nothing else is a Member with Finance, not an Admin.
- An external judge is a Juror. Jurors do not need and should not have Member access.
- Somebody covering the front desk during a show is a Volunteer.
- A part-time helper who needs to look things up is a Member with Intern or Viewer.
Reserve Admin for people who genuinely run the organization. Every area an Admin can reach, they can also change.
Reviewing access
Two habits are worth keeping:
- Remove people when they leave. Their history stays for the audit record; their access should not.
- Read the activity log now and then. Activity (Admin → Activity) filters by team member, action type, entity and date range, and exports what your filter selected. It is how you answer who sent that campaign or who changed that call.
Next steps
For more help, contact support@craftedcall.com.
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