Overview
Crowdstack separates personal identity from workspace responsibilities. A single person can belong to multiple organiser workspaces with different roles in each.
Permissions are enforced on the server. Hiding a button in the interface is not the security boundary.
Plan requirements for teams
Before assigning roles, ensure your workspace subscription supports the team size you need:
- Free: Can publish unlimited events but cannot assign door staff or professional workspace roles.
- Core: Required to assign Door staff and run multi-user door operations.
- Pro: Required to assign Event managers, Finance users, and Admins. Includes advanced team controls.
If you attempt to invite a member to a restricted role without the correct plan, the system will prompt you to upgrade.
The five organiser roles
Every workspace has five distinct roles. Assign the minimum access needed for each team member's job.
1. Owner
The Owner has full control over the workspace. There must always be at least one Owner.
Capabilities:
- Full access to all settings, brands, events and campaigns.
- Billing ownership and payment method management.
- Transfer ownership to another user.
- Delete the workspace.
- Approve claimed invitations for sensitive roles.
2. Admin
Admins manage the day-to-day operations of the workspace without owning the billing relationship. Requires Pro.
Capabilities:
- Manage team memberships and invite new users.
- Create and edit brands.
- Create, edit and publish events.
- Manage promoter campaigns.
- Approve claimed invitations.
3. Finance
Finance users handle money, subscriptions and disputes. They cannot change event details or check guests in. Requires Pro.
Capabilities:
- View and manage subscriptions.
- Access organiser charges and invoices.
- Run reports and raise disputes.
- View campaign costs and settlement data.
4. Event manager
Event managers focus on production, guest lists and promoter performance. They cannot access billing or team settings. Requires Pro.
Capabilities:
- Create and edit events.
- Invite and manage promoters.
- Manage guest lists.
- Perform event closeout and review attendance.
5. Door staff
Door staff have the most restricted access. They see only what is required to check guests in safely. Requires Core or Pro.
Capabilities:
- Access the Door Scanner at /door.
- View only assigned live events.
- Search for guests and scan QR codes.
- Record check-ins and handle exceptions.
Restrictions:
- Cannot view organiser billing or invoices.
- Cannot see events they are not assigned to.
- Cannot mutate event setup or campaign terms.
How membership works
- Invitations: Owners and Admins invite team members via email, phone number, existing Crowdstack account, or a private claim link.
- Verification: Some roles require a verified email or phone number before access is granted. If an account lacks this, the user will be prompted to verify their contact details upon accepting the invite.
- Claimed invitations: If an invitation uses the "claim then approve" policy, the user must accept the link and wait for an Owner or Admin to confirm their account before gaining access. This adds a layer of security for sensitive roles.
- Multiple workspaces: A person can be an Owner in one workspace, a Door staff member in another, and a Promoter in the wider network simultaneously.
- Role changes: Owners and Admins can change a member's role at any time, provided the new role is allowed by their own permissions and the workspace plan. Changes take effect immediately.
- Removed members: If a user is removed from a workspace, they lose access to all events and data belonging to that workspace instantly.
Security notes
- Publishing events is never blocked by subscription status, but commercial features like managed campaigns and multi-user door teams require Core or Pro plans.
- Paid feature checks happen on the server. If a user's role or workspace plan does not permit an action, the request will fail regardless of what buttons they see.
- Audit logs record who performed key actions, such as voiding a check-in or approving a team invitation.