In an artist's Team tab, you invite performers, crew, and others to work together. You choose each team member's role and use permissions to decide what they can access.
Inviting a team member
Open the artist, select Team, and click Invite team member. Under Relation, search for the contact person you want to invite. If the person is not in your contacts yet, create a new relation or contact person there and select the person who should receive the invitation.
The selected contact person's email address appears below the relation field. Check it before continuing. The contact person needs a valid email address to receive an invitation. If the address is missing or incorrect, update it in Contacts first.
Under Role, choose the person's function in the team, such as Performer, Crew, or Management. Choose Other role to enter a custom role. Select Add contact information to riders if this team member's contact details may appear on riders.
Set their access under Permissions and click Invite. The invitation is sent to the selected contact person's email address. They can accept it using an existing Artwin Live account or create an account.
Relation and account
The contact person selected from Contacts is linked to the team member. Their name and email address are used for the invitation. To change contact details in your own records, open the linked relation.
After accepting the invitation, the team member manages their own Artwin Live account email address. Changing the relation's contact details does not change that account address. The Role describes what the person does in the team; Permissions determine what they can see and manage in Artwin Live.
The linked relation may also be used in the financial administration of future bookings. Always check the cost line in an existing booking; a creditor already linked to it is not overwritten.
Managing an invitation or team member
An invited team member remains in the team list until the invitation is accepted. Open the team member from the list to review or change the linked relation, role, and permissions. You can cancel a pending invitation and resend a canceled invitation. You can also remove a team member from the team.
Selecting permissions
Choose a level that fits the task of the team member. The owner always retains full control. Only users who may manage team members can adjust invitations and permissions for others.
View-only
Without extra selection, the team member only sees bookings they are involved in. With Option, Confirmed, and/or Private booked, you grant additional access to all bookings of the artist with the checked status. Requests are not visible to a team member with View-only. Optionally fill in Visible future events (days) to limit the period.
Only sees their own fee and not those of other team members or other components, such as your booking fee.
View and manage
Sees all bookings of the artist and their own fee. This level can create appointments and private booked moments. With Allow creating own bookings and options, the team member may also add their own bookings and options. The fees of other team members and the booking costs remain hidden.
Financial insight and manage
Sees all bookings, the fees of all team members, and the booking costs. This level can manage appointments and own bookings. Only give the additional rights necessary, such as Manage team members and Manage tasks.
Financial insight and extensive manage
Has the same financial view and can also manage bookings created by other team members. Use this level only for someone who helps manage daily planning.
Additional rights
The additional management rights refine these levels. Manage team members allows an authorized manager to invite team members and adjust their details and permissions. Manage advancing gives access to manage advancing data for bookings. Manage tasks grants access to manage tasks. Grant these rights only to someone who actually maintains those components.
In View-only, there are also targeted extra options:
- Allow creating private booked and appointments: allows the team member to add their own availability and appointments. This does not grant the right to create regular bookings or options.
- Manage profile and press kit: grants access to maintain the artist profile and press kit.
- Allow adding notes in bookings: lets the team member respond or add notes to visible bookings.
- Show relationship name, phone, and email: makes the contact details of the client visible in the booking.
RSVP and visibility of the team
With Show all team members and RSVP status, a team member sees, in addition to their own RSVP, which team members have been invited for a booking and what their RSVP status is. This is especially useful for a band leader, tour manager, or crew coordinator. The setting does not grant a team member with View-only the right to send RSVP invitations for others or change their response: the team member can only respond to their own invitation.
A manager who can see both RSVP status and manage team members can manage RSVP invitations and status for other team members. Users with financial management can do this as well. The artist settings for RSVP also determine whether a team member can change a made choice and whether Maybe is available as a response. These RSVP settings are separate from the booking statuses in View-only: those statuses determine which bookings someone sees; RSVP determines who you ask for a response for a specific visible booking.
Good to know
Start with as little access as possible. You can always expand permissions later. For most artists and crew, first choose View-only and only give the necessary booking statuses and additional options.
A role is not a permission. The role appears with the team member and can be used on riders but does not determine which bookings, financial data, or actions someone can see or perform. That is only managed with Permissions.
Own display name. For your own team member, you can choose in Personal settings whether to use the default artist name or enter a custom display name. This only changes how the artist is displayed to you, not the name for other team members or on the artist page.