Managing organization members

Documentation Index

Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt

Use this file to discover all available pages before exploring further.

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Understanding members

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Who is a member?

A member is anyone who belongs to your Soundcheck organization:

• The owner who created the organization
• Admins with management responsibilities
• Regular members who participate in gigs
• Anyone you’ve invited and who accepted

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Member vs. external contact

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Viewing members

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Accessing the member list

1. Navigate to People or Organization Settings
2. Select Members tab
3. View all organization members

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Member information displayed

For each member, you can typically see:

• Name and profile photo
• Email address
• Role (Owner, Admin, Gig Coordinator, Member)
• Positions they fill
• Join date

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Adding members

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Via invitation

The primary way to add members:

1. Go to member management
2. Click Invite Member
3. Enter their email address
4. Select their role
5. Send invitation

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What happens next

1. Person receives email invitation
2. They create a Soundcheck account (if new)
3. They accept the invitation
4. They appear in your member list

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Member roles

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Assigning roles

When inviting, select the appropriate role:

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Changing roles

To modify a member’s role:

1. Find them in the member list
2. Click to edit or access role settings
3. Select new role
4. Save changes

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Role considerations

Promoting to Admin:

• Gives significant access
• Should trust with organization management
• Can manage other members

Assigning Gig Coordinator:

• Gives gig operations access
• Hides billing, P&L, payouts, and member administration
• Best for booking and scheduling collaborators

Demoting from Admin:

• Reduces their access
• May affect their workflow
• Communicate changes clearly

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Managing individual members

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Viewing member details

Click on any member to see:

• Complete profile information
• Positions they’ve indicated
• Their gig history with your organization
• Contact information

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Editing member information

What you can modify:

• Their role in your organization
• Position assignments (if applicable)
• Notes or internal comments

What they control:

• Their name and photo
• Contact details
• Personal preferences

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Personal profile tab

Member profiles include a personal tab for member-owned information such as profile details and contact information. This keeps personal updates close to each member while organization owners and admins manage organization-specific data such as roles and positions.

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Removing members

To remove someone from your organization:

1. Find them in the member list
2. Click Remove or the removal option
3. Confirm the removal
4. They lose access immediately

What happens when removed:

• They can no longer access organization data
• Their past assignments remain in records
• They don’t receive future invitations
• They can be re-invited later if needed

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Member positions

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What are member positions?

Members can indicate which positions they fill:

• “I play drums and percussion”
• “I do sound engineering”
• Helps with assignment suggestions

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Viewing member positions

In member profiles or lists:

• See positions they’ve selected
• Understand their capabilities
• Use when staffing gigs

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Assigning member positions

Owners and admins can assign positions directly from member management. Position updates replace the previous assignment set, so review selected positions before saving. Assigned positions are used by crew calendars, availability requests, call lists, onboarding, and gig team workflows.

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Benefits of position tracking

• Know who can fill each role
• Get suggestions when building teams
• Track your roster capabilities
• Identify skill gaps

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Organizing your roster

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Active vs. inactive

Some members may become inactive:

• No longer perform with you
• Moved away
• Career change

Consider:

• Removing inactive members
• Keeping for historical records
• Reducing their role/access

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Categories of members

Mentally organize your roster: Core Team

• Regular performers
• Always first call
• Essential to your operation

Regular Collaborators

• Frequent contributors
• Called often but not always
• Reliable backups

Occasional Contributors

• Specialized skills
• Called for specific needs
• Good to have available

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Keeping information current

Encourage members to:

• Keep profiles updated
• Indicate current positions
• Update contact information

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Bulk operations

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Adding multiple members

For large organizations:

1. Prepare list of emails
2. Use bulk invite feature (if available)
3. All receive invitations simultaneously

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Reviewing all members

Periodically audit your roster:

• Are all members still active?
• Are roles appropriate?
• Any outdated information?

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Communication

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Within Soundcheck

Members receive notifications for:

• Gig invitations
• Invitation updates
• Organization announcements (if enabled)

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Best practices

• Keep member emails current
• Ensure they’ve accepted invitations
• Use Soundcheck for gig-related communication
• Supplement with external channels as needed

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Member permissions by role

Quick reference for what each role can do: *Admins typically cannot change other admins or the owner. **Admins typically cannot remove other admins or the owner.

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Best practices

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Onboard properly

When adding new members:

• Explain how your organization uses Soundcheck
• Point them to relevant resources
• Ensure they complete their profile

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Review regularly

Set a schedule to review membership:

• Quarterly for active organizations
• After major personnel changes
• Before busy seasons

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Clear communication

When making changes:

• Communicate role changes before making them
• Explain removals professionally
• Keep records of decisions

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Right-size roles

Match roles to responsibilities:

• Not everyone needs admin access
• More restrictive = more secure
• Promote as trust is earned

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Troubleshooting

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Member can’t access organization?

• Check they’ve accepted the invitation
• Verify they’re viewing correct organization
• Confirm their role has appropriate access

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Can’t change a member’s role?

• Verify you have permission (owner/admin)
• Check if they’re the owner (can’t demote)
• Ensure you’re not trying to demote yourself

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Removed member still appearing?

• Refresh the member list
• Clear browser cache
• Check they’re not in pending invitations

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Related guides

• Roles & Permissions — Understanding access levels
• Invitations — Adding new members
• Organization Setup — Overall configuration