Roles & permissions

Roadcase uses a role-based access system. Every team member is assigned one of three roles when they join an artist. The role determines what they can view, create, edit, and manage.

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Role overview

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Administrator

Administrators have full, unrestricted access to everything within an artist. This role is designed for:

• Band leaders who make decisions about shows, finances, and team composition
• Managers who handle the business side of touring
• Tour managers who coordinate logistics, settlements, and day-of operations
• Booking agents who need to create and manage shows

Key administrator capabilities:

• Create, edit, and delete all event types
• Manage financial deal structures and run settlements
• Create and share show advances with venues
• Approve or deny guest list requests
• View all expenses from all team members
• Manage team membership and roles
• Configure billing and subscription
• Access admin-only documents and dashboard widgets

An artist must always have at least one administrator.

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Member

Members have read access to the calendar and shows, with the ability to manage their own personal items. This role is designed for:

• Musicians and performers in the band
• Songwriters and collaborators

Key member capabilities:

• View the full calendar and all event details
• Block dates to mark personal unavailability
• Request guest list spots for shows (subject to admin approval)
• Submit expenses and view their own expense history
• Manage songs and build setlists
• Complete assigned todos
• Upload documents

Members cannot see other members’ block dates, view financial deal details (if restricted), or manage team settings.

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Crew

Crew members have access focused on day-of operations. This role is designed for:

• Sound engineers and lighting techs managing technical requirements
• Merchandise sellers tracking inventory
• Drivers, photographers, and videographers

Key crew capabilities:

• View the full calendar and all event details
• Submit expenses and view their own expense history
• Complete assigned todos
• Upload documents
• View stage plots and riders

Crew members have similar access to members but cannot manage songs or setlists.

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Organization roles

If your artist belongs to an Organization, there is an additional layer of organization-level roles:

• Organization admin — Can manage all artists within the organization
• Organization member — Can access specific artists they have been granted access to

Organization roles can override artist-level roles for specific contexts. See Organizations for details.