Inviting Team Members & Setting Permissions

Team & Access (Admin → People → Team & Access) is where you add colleagues and decide what each of them can reach. This is the short how-to. For what each role and area actually opens, see Team Members and Permissions.

Sending an invitation

Open Team & Access.
Enter their Email Address.
Choose a Role: Owner, Admin or Member.
If you chose Member, tick the areas they need under Feature Access (optional). The form explains each area as you tick it and then lists, in plain words, what this person will be able to do.
Choose Send invitation as Member, or whichever role you picked. The button names the role so you cannot send the wrong one by accident.

They receive an email titled "You're invited to join" your organization, with a link to accept.

Inviting someone who already has an account

They still get an invitation to accept. Nobody is added to your organization without agreeing to it, even if they already have a Crafted Call account, and even if you know them. Membership comes from acceptance, not from an administrator typing an address.

This means an invitation can sit unaccepted. If someone says they cannot see your organization, check whether they accepted, and check the address you sent it to.

Choosing the right role

Member is not a junior Admin. On its own it reaches none of the admin work areas. A Member becomes useful when you grant the specific areas they work in, which is what the feature-access checkboxes do. If you invite someone as a Member and tick nothing, they will sign in and find nothing to do.

Most people should be a Member with one or two areas:

A bookkeeper: Member with Finance.
A curator: Member with Programming and Exhibition Manager.
Someone running your mailing list: Member with Marketing.
A part-time helper who only needs to look things up: Member with Intern or Viewer.

Choose Admin for people who genuinely run the organization, because an Admin reaches everything without anything being granted. An Admin can invite people, but cannot create another Owner or Admin.

External judges should be invited as jurors through the jury process rather than added to your staff roster. See Accepting a Jury Invitation.

Tracking an invitation

Pending Invitations lists everyone you have invited but who has not accepted yet, with the date it was sent and the date it expires. Each one is marked Pending or Expired.

Two actions sit on each row. Resend sends the invitation again, which is what you want when someone says they never received it or when it has expired. Cancel withdraws it, for a wrong address or a plan that changed.

Check this list before you re-invite anyone. A second invitation to an address that already has a pending one just adds confusion for the person receiving them.

Managing your team afterwards

Team Members lists everyone with their role and access, and can be filtered by role or area. From the roster you can change what somebody can reach, or remove them.

Removing someone revokes their access immediately. Their history stays for your records, and their Crafted Call account continues to exist so they can still work with other organizations.

Habits worth keeping

Grant by area, not by seniority. Being senior is not a reason to hold Finance access.
Remove people the week they leave, not at the next audit.
Check the activity log occasionally. Activity (Admin → Activity) shows who did what, filtered however you need.