Roles & access

Prompter has two kinds of role, and they are separate:

• Organisation roles (Owner, Admin, Presence Manager) govern the Organisation area: settings, billing, your team, your public website, and ticketing setup. This is your admin team.
• Production roles (Manager, HOD, Member) govern what someone can do inside a particular show.

Someone can hold both (an Owner who is also a show's Manager) or just one. Cast and crew have a production role only. They don't reach the Organisation area at all.

Screenshots show the light theme. The app looks the same in dark.

How to change somebody's production role

1. Open People inside the production.
2. Click the person's card.
3. Under App Access, choose Member, HOD or Manager.
4. Click Save Changes.

Each option explains what it can reach.

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How to change somebody's organisation role

1. Open Organisation ▸ Team.
2. Change their role, or invite somebody new by email.

These two are separate. Giving somebody a Manager role in a show does not give them the Organisation area, and putting them on the admin team does not put them in a production.

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Organisation roles

Set in Organisation ▸ Team (Owners manage the team). Only the admin team can reach the Organisation area:

• Owner. Full access, including billing, the team, data & privacy, and deleting the organisation.

• Admin. Runs the organisation day-to-day: everything except billing, the team, data & privacy, and the danger zone. Admins still handle general settings and payouts.

• Presence Manager. The public-facing surfaces and ticketing operations: your website (design, events, news), your branding and society details, your venues and their seat maps, event ticketing, and ticketing insights. Not general settings, billing, the team, account health, the productions overview, or the bank/payout details.

  A Presence Manager sets up how a room is sold, but does not receive the money for it. They can lay out a hall, draw its seat map and put an event's tickets on sale. They can't see or change where your takings are paid. Deleting a venue outright also stays with Owners and Admins, because it detaches every show and event using that hall and destroys its map.

Being an Owner or Admin doesn't automatically give you standing access inside a production. To work in a show, assign yourself a production role on that show's People page.

You can check where you stand on Produce ▸ Productions. Each card has a Your Role line, which shows your own level and position on that show, such as "Manager · Producer". If it says Not on the team, you hold no role there. An Owner can still go in: click the card, or Open with owner access under it, and the line then says Owner access until that ends. Anybody else stays out until an Owner adds them from the production's People page, so their card does not open.

We recommend keeping at least two Owners, so you're never locked out of billing, the team, or recovery if the only Owner loses access.

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Production roles

• Manager. Full access to a production: Show, Auditions, Budget, Timeline, Box Office, and everything else. This is the Production Secretary's role.

• HOD (Head of Department). A department lead. HODs get People, Rehearsals, Meetings, Tasks and Documents, plus My Schedule and My Tasks. People shows them every contact, so they have no separate Directory.

  HODs can also view Show and Timeline. They can read the running order, the characters and the milestones, but they cannot change them. Only a Manager edits those two pages.

  Giving someone a head-of-department role, for example Sound Designer as HOD, makes them a HOD automatically. A department can have more than one, such as a second-in-command. While they hold that role you cannot set them back to Member. Remove the HOD role first, and Prompter tells you so if you try.

  On cards, in the People list and in the Directory, a head-of-department role shows HOD beside the role title. The Manager badge still shows, so everyone can see who runs the show.

• Member. Cast and crew. A focused view: Dashboard, Noticeboard, Meetings (to read the meetings that apply to them), My Schedule, My Tasks, and the Directory.

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Who gets Bard

Bard (the AI assistant, on Produce+) follows whichever role fits where you are. Inside a show it's for the Manager and HODs. In the Organisation area it's for Owners and Admins. Members and Presence Managers don't have Bard.

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Changing someone's role

Production roles are set on the People page (edit the person → App Access) and apply to that show only. See How to change somebody's production role.

Organisation roles are set in Organisation ▸ Team, and only an Owner can change them. See How to change somebody's organisation role.

People can't change their own role.

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