Team Members & Permissions | Organization Settings | Crafted Call
Team Members & Permissions
Gallery OwnersUpdated Jul 16, 2026
Crafted Call's role-based access control lets you grant team members appropriate permissions without exposing sensitive organization data. This guide covers roles, permissions, and team management.
Understanding Roles
Crafted Call has two layers of access control: a base role that sets each person's overall standing in your organization, plus optional scoped roles that grant fine-grained access to specific areas — Finance, Commerce, Marketing, Programming, Exhibitions, and Volunteers, along with a read-only Viewer and a low-privilege Intern. You manage both from People → Team & Access (/admin/team). Use scoped roles when someone needs just one area (for example, a bookkeeper who should see finances but nothing else).
The five base roles below each provide access to different features and data:
Owner
The organization owner has complete control. Responsibilities include:
There can only be one owner per organization. If you need to step down as owner, see "Transferring Ownership" below.
Admin
Admins manage day-to-day operations and support other team members.
Permissions:
Create and manage calls for submissions
Create and manage exhibitions and events
Manage submissions and juror reviews
Create and send email campaigns
Manage email subscribers and templates
View all team member activity
Manage invitations and remove members (except owner)
Modify call settings and jury processes
Export submission data
Cannot:
Modify organization branding or settings
Transfer ownership
Delete the organization
Modify other admins' permissions
Admins cannot modify organization-level branding or settings. They manage content and campaigns but not infrastructure. This is ideal for gallery directors, marketing managers, and submission coordinators.
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Member
Members contribute to specific tasks but have limited visibility.
Permissions:
View assigned calls and exhibitions
Review and score submissions (if assigned as juror)
Create email campaigns and templates
Manage email subscribers
View submission details for assigned calls
Cannot:
Create new calls or exhibitions
Modify call settings or jury panels
View other members' submissions or reviews
Manage team membership
Access organization settings
Members are ideal for:
Submission reviewers or jury members
Email marketing specialists
Volunteer coordinators
Artists or curators contributing to specific projects
Juror
Jurors review and score submissions for assigned calls only.
Permissions:
View assigned calls only
Review and score submissions
View evaluation materials (images, documents)
View their own reviews and scores
Cannot:
View submissions from other calls
Create campaigns or modify settings
See other jurors' scores (unless anonymity is disabled)
Access any administrative features
Jurors are restricted to scoring work. They cannot access email systems or administrative controls.
Volunteer
Volunteers assist with specific tasks with minimal system access.
Permissions:
View public information about calls and exhibitions
Assist with volunteer-coordinated activities
Access designated volunteer tools
Cannot:
Access submissions or applications
View subscriber data
Modify any settings
Create campaigns
Volunteers are useful for coordinating public registration, event coordination, or front-of-house tasks without exposing sensitive submission data.
Scoped Roles (Staff Access)
Base roles set someone's overall standing; scoped roles add fine-grained access to just the areas a staff member works in. Assign them from People → Team & Access, and combine as many as you need. They're ideal for giving someone exactly one area — a bookkeeper, a campaign manager, a part-time intern — without making them a full Admin.
Scope
Grants access to
Programming
Create and edit calls, manage jury assignments, view all submissions, and send decision emails
Finance
Revenue reports and call statements, invoices, payout history, donor records, and financial exports
Commerce
Process and refund orders, manage artwork pricing, update order statuses, and view sales analytics
Exhibition Manager
Create and edit exhibitions, manage artwork placement and pricing, and transition exhibition status
Marketing
Send campaigns, manage subscribers and segments, view email analytics, and edit email templates
Volunteer Admin
Create and edit volunteer opportunities, manage shifts and assignments, and log and approve hours
Viewer
Read-only access to all organization data — no write access and no exports
Intern
Read-only helper limited to calls and submissions — no finance, donor, marketing, commerce, or volunteer access
Inviting Team Members
To invite a new team member:
Navigate to People → Team & Access
Click Invite Member
Enter their email address
Select their role (see role descriptions above)
For Members and Jurors, specify which calls they have access to
Click Send Invitation
The invitee receives an email with a link to join your organization. Once they accept, they gain the specified permissions immediately.
Tip: Invite users one at a time if you need to assign different permissions. Batch invitations assume all users receive the same role.
Assigning Access to Specific Calls
Members and Jurors can be restricted to specific calls:
When inviting, select which calls they can access
To modify access later, click Edit next to the team member
Check/uncheck calls in the access list
Click Update
This is useful for:
Jury panels - Different jurors for different calls
Submission reviewers - Staff members focused on specific program areas
Project-specific teams - Specialists assigned to particular exhibitions
Editing Team Member Permissions
To modify a team member's role or access:
Navigate to People → Team & Access
Click Edit next to their name
Change their role (if permitted)
Update their call access
Click Save
Some changes require owner approval (e.g., promoting a Member to Admin).
Removing Team Members
To remove a team member:
Navigate to People → Team & Access
Click Remove next to their name
Confirm removal
All their access is immediately revoked
Removed members cannot log in, but their activity history remains for audit purposes. Their reviews and submissions are preserved.
Transferring Ownership
To transfer ownership to another user:
Navigate to Settings > Organization > Ownership
Click Transfer Ownership
Select the new owner from current team members
Confirm the transfer
The new owner receives full control. You retain Admin status and can be demoted or removed by the new owner.
Important: Ownership transfer is permanent. The new owner can perform any action, including deleting the organization. Transfer only to trusted users.
Activity Logs
Track team member activity for security and accountability:
Navigate to People → Team & Access > Activity Log
Filter by team member, action type, or date range
View timestamps and details of actions (campaign sends, call creation, member changes)
Activity logs are useful for:
Auditing who sent campaigns
Tracking when calls were created or modified
Understanding submission review history
Identifying unauthorized access attempts
Best practice: Review activity logs monthly to verify appropriate access and identify any suspicious activity.
Best Practices for Team Permissions
Principle of Least Privilege - Grant only the permissions needed for each role. Don't make someone an Admin if they only need to review submissions.
Separate Concerns - Assign different people to jury panels and administrative roles. This prevents conflicts of interest.
Document Role Assignments - Keep notes on why each person has their assigned role. This helps when onboarding new team members or auditing permissions.
Review Regularly - Quarterly, review your team structure. Remove inactive members and adjust permissions as responsibilities change.
Protect Owner Account - The owner account is critical. Use a strong password and enable two-factor authentication on the owner email address.
Common Role Scenarios
Submission Coordinator Role - Admin with full call and submission access
Marketing Team Role - Member with access to email campaigns but no submission access
Jury Panel Role - Multiple Jurors assigned to the same call
Data Entry Role - Member with access to specific calls only
Public Event Coordinator Role - Volunteer with minimal system access
Next Steps
Once your team is set up, configure notification and email preferences in our Notification & Email Preferences guide.
