Roles and permissions

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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The four roles

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Owner

The highest level of access in an organization. Who should be an Owner:

• Founder of the band/company
• Primary business decision-maker
• Person responsible for billing

Typical Owner responsibilities:

• Overall organization management
• Subscription and billing
• High-level team decisions
• Final authority on all matters

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Admin

Full operational access without billing control. Who should be an Admin:

• Band managers
• Key personnel who need to manage gigs
• Trusted members who help run operations

Typical Admin responsibilities:

• Creating and managing gigs
• Building teams and sending invitations
• Managing setlists and songs
• Day-to-day operational tasks

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Gig Coordinator

Operational gig access without organization administration or financial visibility. Who should be a Gig Coordinator:

• Booking agents
• Production managers
• Crew schedulers
• Trusted collaborators who manage gigs but should not see P&L or payouts

Typical Gig Coordinator responsibilities:

• Creating and editing gigs
• Building teams and sending invitations
• Managing setlists, call lists, and crew availability
• Coordinating logistics without managing billing or members

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Member

Basic access for participation. Who should be a Member:

• Performers who need to see their gigs
• Crew members assigned to events
• Collaborators who participate but don’t manage

Typical Member activities:

• Viewing gigs they’re invited to
• Responding to invitations
• Accessing shared setlists
• Managing their own profile

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Permission matrix

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Organization management

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Member management

*Admins cannot change other Admins or the Owner.

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Gig management

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Setlist management

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Team management

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Lead management (Team tier)

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Role-specific behaviors

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Owner-only actions

These actions require Owner status:

• Changing organization-wide settings
• Managing subscription and billing
• Transferring ownership
• Deleting the organization
• Changing Admin roles

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Admin capabilities

Admins have broad operational access:

• Full gig lifecycle management
• Complete setlist control
• Team and invitation management
• Position and call list configuration
• Lead management (if on Team tier)

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Gig Coordinator capabilities

Gig coordinators can run gig operations without organization administration:

• Create, edit, publish, and delete gigs
• Manage gig teams, invitations, setlists, call lists, and availability requests
• View operational CRM records such as leads, customers, venues, sponsors, and inventory
• Cannot manage billing, subscriptions, member roles, organization settings, P&L, or payouts

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Member limitations

Members have focused, participation-level access:

• See only gigs they’re assigned to
• Cannot create or edit gigs
• Cannot manage other members
• Can respond to invitations
• Can view setlists for their gigs

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How members see the app

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Owner view

• Full navigation access
• Settings and billing visible
• All management options available
• Complete data visibility

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Admin view

• Most navigation options
• Settings visible (organization section limited)
• Billing not accessible
• Full operational capabilities

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Gig Coordinator view

• Gig and scheduling navigation visible
• CRM operational tools visible when enabled
• Finance, P&L, payouts, billing, and member administration hidden

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Member view

• Simplified navigation
• Only relevant sections visible
• Dashboard shows their gigs
• Limited to participation features

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Best practices for role assignment

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Start restrictive

Begin with the minimum role needed:

• New members start as Member
• Promote to Admin as trust builds
• Owner status is rarely needed by multiple people

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Match role to responsibility

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Limit owners

• One Owner is often sufficient
• Multiple Owners only if truly shared ownership
• Owner has billing access—consider implications

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Be thoughtful with admins

Admin access is powerful:

• Can see all organization data
• Can modify anything operational
• Grant to those who need it

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Changing roles

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Promoting a member

To increase someone’s access:

1. Navigate to member management
2. Find the person
3. Change role from Member to Admin
4. Save changes

Consider before promoting:

• Do they need this level of access?
• Are they trustworthy with organization data?
• Will they use the additional capabilities?

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Demoting an admin

To reduce someone’s access:

1. Navigate to member management
2. Find the person
3. Change role from Admin to Member
4. Save changes

Best practices:

• Communicate before making changes
• Explain the reasoning
• Ensure they understand new limitations

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Transferring ownership

If you need to transfer Owner status:

1. Contact Soundcheck support
2. Verify identity of both parties
3. Complete transfer process
4. Original owner becomes Admin

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Security considerations

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Principle of least privilege

Give each person only the access they need:

• Fewer people with Admin = lower risk
• Member role is secure for most people
• Review access periodically

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When people leave

If someone leaves your organization:

• Remove them promptly
• No lingering access
• Update any shared credentials (outside Soundcheck)

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Regular access review

Periodically audit who has what access:

• Are all Admins still appropriate?
• Should anyone be promoted/demoted?
• Are there inactive members to remove?

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Common scenarios

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”Band leader needs full control”

Solution: Make them Owner (if not already) or Admin

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”Manager handles all bookings”

Solution: Admin role with full gig management

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”Booking agent needs to create gigs but not see payouts”

Solution: Gig Coordinator role

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”Performer just needs to see their gigs”

Solution: Member role is perfect

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”Sound tech works many of our gigs”

Solution: Member role—they’ll see assigned gigs

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”Booking agent manages multiple bands”

Solution: Admin on each organization they manage

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”Business partner co-owns the company”

Solution: Consider co-Owner status (multiple Owners)

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Troubleshooting

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Can’t access a feature?

• Check your role in organization
• Feature may require Admin or Owner
• Contact your organization’s Owner/Admin

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Can’t change someone’s role?

• Verify you have permission (Owner level)
• Cannot demote Owner
• Admins have limited role-change ability

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Member sees too much/too little?

• Review and adjust their role
• Check if they’re assigned to relevant gigs
• Verify role change was saved

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Related guides

• Organization Setup — Initial configuration
• Managing Members — Adding and managing people
• Invitations — Bringing new people in