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The Staff page lists everyone on your organization roster: the owner, admins, gig coordinators, and people you’ve invited. Here you’ll find where the list lives, how seat limits affect invites, and how to onboard, edit, or remove people day to day.

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Where the roster lives

1

Open organization settings

Go to Settings → People → Staff.
2

Review the list

The page has a Staff section (people with elevated roles) and a Members section. Each shows active members and pending invitations together, with All, Active, and Pending tabs, so you can see everyone who counts toward your organization in one place.
3

Open a member

Click any row to open their profile in a side panel. Choose Open full profile for every card.
If your organization staffs gigs with crew shifts, the Staff page lists staff roles only. Members live on Crew & contacts → Crew → Members.
For each person you’ll see their name and photo, email, role (Owner, Admin, Finance, Gig Coordinator, or Member), positions, when they joined, and when they were last seen. People show by their real name, not their email address. Use Export CSV to download the roster.

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The member profile card

The full profile shows a set of cards owners and admins use to manage that person:
  • Onboarding: their step-by-step progress, and the manual override described below.
  • Org Positions: the roles assigned to them.
  • Departments: which department(s) they belong to, when Departments is enabled for your org.
  • Admin Notes: internal notes visible only to owners and admins.
  • Location & Travel: home base and travel preferences. Choose Edit traveler details to set the member’s Legal Name, Date of Birth, and Preferred Airport when you book their travel.
  • Health & Safety: dietary restrictions and emergency contact.
  • Gig History: the gigs they’ve worked.
  • Can manage finances: whether they can see P&L and payouts beyond their own and record payments made outside Soundcheck: record, mark paid or undo them. It never sends Stripe or direct-deposit payouts; only the Owner and the Finance role can. It does not open payment settings such as payout funding and the organization’s bank accounts.

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Edit traveler details

Only owners and admins can edit a member’s traveler details, and only for members who have claimed their account. Only the fields you change are saved, and clearing a field removes it from the member’s profile. Your edits don’t change the member’s profile name. In the mobile app, open You → Organization admin → Members and tap the plane icon on a member’s row. Change the fields on the Traveler details screen, then select Save traveler details. Your own row and pending invitations have no plane icon. Edit your own details from Edit location & travel on your profile.

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Account status badges

Account badges tell you whether someone can receive in-app or push notifications:
  • No account: imported roster row that has not been claimed yet.
  • Never signed in: Soundcheck account exists, but no login has been recorded.
  • Last signed in …: the latest login Soundcheck recorded.
Email and SMS delivery still depends on contact info and notification preferences. Push and in-app reachability require the member to have opened Soundcheck while signed in.

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Seat limits

Every plan includes a fixed number of member seats. Active members and pending invitations both count toward the limit. An invitation you’ve sent but that hasn’t been accepted still occupies a seat. Without an active subscription, an organization has 5 member seats and no staff seats, so you can’t invite or promote anyone to a staff role.
Some organizations have a custom seat limit set for them. When present, that per-org limit replaces the plan-tier number above. It can lift a single organization above its tier cap without changing plans. Your Staff page always shows the limit that actually applies to you.

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Reading your seat usage

The Staff page shows a live status line, for example:
  • Team plan: 12/100 users. 2/5 staff seats used.
  • No plan: 4/5 users. Staff seats need a plan.
Use it to see how much headroom you have before you start inviting.

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What happens at the cap

When inviting would push you past your seat limit, the invite is blocked before it sends. You’ll see a message such as:
Pro plan is limited to 25 users. You currently have 25. Please upgrade to Team to invite more members.
Nothing is sent when you’re over the cap. The whole batch is rejected, not just the overflow. Free up seats (remove inactive members or revoke stale pending invitations) or upgrade your plan, then try again.
The upgrade nudge only appears on Starter and Pro, or when you have no plan. On Team, or when a custom seat limit is in force, the message names your own limit without suggesting an upgrade.

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Staff seats

Everyone in the Staff section uses a staff seat: the Owner, Admins, Finance, and Gig Coordinators. Pending invitations for those roles count too. Staff seats are capped separately from member seats, and the Owner always holds one, so on a plan with one staff seat the Owner fills it. Only the Owner can invite or promote someone as Admin or Finance. In the invite panel, those options read “(Owner only)” for Admins. Once you’re at your staff-seat limit, every staff role reads “(Limit reached)”, or “(Upgrade required)” when you have no plan, because staff seats aren’t included at all. Members don’t use a staff seat.

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Adding members

The primary way to grow your roster is by invitation. Owners and admins can also share a join link and approve each request to join.
1

Open the invite form

On the Staff page, choose Invite in the Staff or Members section. This opens Invite staff or Invite members. Owners and admins can also use the Invite button in the header from any page.
2

Add people

One row per person: first name, last name, and an email or phone number. Use Add another for more rows. Rows with a missing name or an invalid contact are flagged before anything sends.
3

Choose a role

Member, Gig Coordinator (when enabled for your org), Finance, or Admin (Admin and Finance are Owner only; every role except Member uses a staff seat).
4

Send

Each invitee receives an email or a text with an invitation link. They appear immediately as pending under their name and hold a seat until they accept.

Invitations guide

The full draft-vs-sent invitation flow, delivery statuses, and resending.

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Onboarding new members

When someone accepts, they move through your organization’s onboarding steps: profile details, positions, and any custom fields you’ve defined. If your organization has set up custom onboarding flows, those steps replace the default ones. Each member’s row shows an onboarding badge:

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The manual-onboarded override

Sometimes a member is ready to work before they’ve clicked through every onboarding step: a long-time collaborator, or someone you onboarded in person. Owners and admins can mark them onboarded directly.
1

Open the member

Expand the member on the Staff page.
2

Mark as onboarded

In the Onboarding panel, choose Mark as onboarded.
3

Remove later if needed

The panel shows the date it was marked and a Remove override action.
The override marks the member onboarded without changing their step progress. Their individual step completion is untouched. Removing the override returns them to their computed onboarding status.
To have a member redo a step they already finished, choose Request again on that step in their onboarding progress.

Positions during onboarding

How the Positions onboarding step assigns roles from your catalog.

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Imported members

If you brought your roster in through an import, those members appear in the list like any other. A few things to know:
  • Imported members are matched by email, so re-importing the same person updates rather than duplicates them.
  • Positions referenced in the import are matched to your catalog, and can be auto-created if they don’t exist yet. See Positions.
  • Imported people still count toward your seat limit.

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Team sign-up join requests

If your organization has verified a sending domain, people who sign up with an email at that domain can ask to join instead of waiting for an invitation. Their request shows up on the Staff page for an owner or admin to approve, within your plan’s seats. Turn this on (or off) and manage verified domains from Settings → Workspace → Email.

Email sending domains

Verify a domain and manage team sign-up

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Managing individual members

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Changing a role

1

Open the member and edit their role

Choose the new role from Admin / Finance / Gig Coordinator / Member.
2

Save

Role changes take effect immediately.
Admins cannot change the role of the Owner or other Admins, and promoting a Member to any staff role is still subject to your staff-seat limit.

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The personal profile tab

Each member owns a personal tab (name, photo, and contact details) that they control. Organization-specific data (role, positions, onboarding) is managed by owners and admins. Personal updates stay with the member; org settings stay with the org.

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Removing a member

1

Open the row menu and choose Remove member

Confirm the removal.
2

Access ends immediately

They lose access right away and free up a seat.
What stays: their past assignments and contributions remain in your records. They can be re-invited later.

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Member positions

Members can carry one or more positions, the functional roles they fill (Drums, FOH Engineer, Tour Manager). Owners and admins can assign positions directly from a member’s profile; the member can also pick them during onboarding.
Saving positions replaces the previous set rather than adding to it. Review the full selection before saving.
Assigned positions feed crew calendars, availability requests, call lists, onboarding, and gig team-building.

Positions

Manage the position catalog and member assignments.

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Roles at a glance

*Admins cannot change or remove the Owner or other Admins.

Roles & permissions

Full capability breakdown by role.

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Troubleshooting

You’re at your seat limit. Pending invitations count too. Revoke any stale ones, remove inactive members, or upgrade. See Seat limits.
You’ve hit your staff-seat limit for the plan, or you’re signed in as an Admin. Only the Owner can grant Admin or Finance. Every staff role, Owner included, uses a staff seat; upgrade for more, or invite the person as a Member.
Use Mark as onboarded on their profile to override onboarding without forcing them through every step.
Refresh the list. Confirm they aren’t sitting in the pending-invitations section under a different email.

Invitations

Draft vs sent invites and delivery status

Roles & permissions

What each role can do

Organization setup

Configure the rest of your org

Subscription plans

Seats and features by tier