Access and roles

Overview

What a person may do at your organizer or artist comes from two things:

• Access: the base level. Every person has exactly one access level: Owner, Admin or Member.
• Roles: named bundles of extra rights on top of the access level, such as Treasurer or Event lead.

You find both in the members section under the Roles tab; the matching entry in settings leads to the same place.

What someone does at an event (admission, box office, bar, tech) is a position, not a role.

Setup

1. Get to know the access levels

• Owner: the primary access of the person the organizer or artist belongs to.
• Admin: full administrative access.
• Member: access to the directory, calendar and events.

2. Get to know the roles

Which roles are available as templates depends on the legal form. An association gets the real Austrian association offices:

• Chairperson (Obmann/Obfrau): leads the association and represents the board externally.
• Treasurer (Kassier): owns the finances, reviews cash flow and exports finance records.
• Secretary (Schriftführung): maintains meeting notes, member data and administrative documentation.
• Auditor (Rechnungsprüfung): independent oversight with read-only access to books, exports and documentation.
• Event lead (Eventleitung): plans and runs events including admission and order handling.
• Social Media and Bookings.

An artist gets templates like Management and Booking agency instead.

3. Assign access and roles

You assign access and roles directly on the person in the members section, or already while inviting or importing. One person can carry several roles at once; the permissions add up. You can only grant rights you hold yourself.

4. Add custom roles

As the owner you can add your own roles to the templates. Custom roles are available on Free too. See Plan for plan details.

5. Set the responsible person

Under Settings › General you set the responsible person: the legally responsible person (Art. 30 DSA, § 4 FAGG). This person's name and contact details are displayed on event listings. Responsibility can only be transferred to members with Admin access.

Everyday tasks

• New members get the right access and roles straight away during the invite.
• After the general assembly, hand over offices by simply assigning the new role and removing the old one. The person's history stays intact.
• For sensitive areas (finance, member data), regularly review who carries which role.

Tips & FAQ

Can one person be treasurer and event lead at the same time? Yes. Roles combine, and their permissions add up.

Why can't the auditor edit anything? By design: the role is built as an independent oversight function with read-only access, matching the legal duty of association auditors in Austria.

Can I use custom roles on Free? Yes. Custom roles are not restricted to Pro.

Who is allowed to assign roles? By default owners, admins, and for associations the chairperson. Everyone can only pass on rights they hold themselves.