Admin Portal
Super admin access required. The full Admin Portal is available only to super admins.
Overview
The Admin Portal is the centralized administration interface for organization, season, project, roster, and member work. In the current app, access is exposed through Settings → Administration for super admins. Users who are not super admins are redirected away from /admin.
The Admin Portal lets you:
- Manage members across productions — Review member state and organization-wide admin attention items
- Define roles — Create custom permission sets
- Generate invites — Share links to invite collaborators
- Link personnel — Connect user accounts to personnel records
- Manage your season — View all productions with timeline visualization and milestone markers
- Archive projects — Inventory sweep before archiving puts completed productions into read-only mode
- Manage company roster — Maintain an org-level people directory
- Manage inventory — Track organization-owned props and costumes across productions
- Import from past productions — Bring data from archived shows into new projects
- Configure organization — Set your company name and branding
First-time setup now creates your organization/workspace explicitly during onboarding. After setup, projects belong to that organization scope, and the Admin Portal manages season, roster, inventory, and project access inside that workspace.
Accessing the Admin Portal
Who Can Access?
The current Admin Portal is visible to super admins. Project roles and permissions still control what members can do inside productions, but MANAGE_USERS alone does not expose the full Admin Portal entry point.
How to Open
- Open Settings.
- Choose Administration.
- You land on the Admin Dashboard.
Admin Portal Pages
Dashboard (Command Center)
The landing page shows:
- Attention required — Items needing admin action (pending requests, post-closing nudges)
- Season snapshot — Timeline view of your active productions
- Recent activity — Latest changes across your projects
- Org stats — Member count, project count, role distribution
Season
View and manage all your productions:
- Current Season — Active productions with phase badges, timeline, and milestone diamonds
- Past Seasons — Archived productions (read-only)
- Expand any row to see details, member counts, closing dates, and actions
- Click Open to switch to a project, Archive to begin the archive sweep, or Restore to bring it back
Milestone Markers on Timeline
The Season Timeline displays recognized milestone events as diamond markers:
- Amber diamonds — First-of-type milestones (e.g., first tech, first run, opening night)
- Purple diamonds — Title-matched milestones (e.g., events containing "opening", "final", "strike")
- Hover over any diamond to see the milestone name and date
- Compact dots appear on the Dashboard's Season Snapshot widget
Archive Sweep
When you click Archive on a project, an inventory checklist appears before the project is archived:
- The system scans the project's props and costume pieces
- Items sourced from Stock, Purchased, or Built are shown as eligible
- Items already linked to inventory are marked with a green checkmark
- Select the items you want to add to your organization's permanent inventory
- Click Add & Archive to save selected items and archive the project
- Or click Skip & Archive to archive without adding any items
This ensures valuable physical assets aren't lost when a production closes.
Inventory
Manage your organization's physical asset inventory:
- Table view — Name, type, condition, location, availability
- Type filters — Props, Costumes (expandable to other item types)
- Condition tracking — Excellent, Good, Fair, Poor
- Availability status — Available, In Use, Retired
- Usage history — See which productions used each item
- Photos — Upload reference images for each inventory item
Items are added to inventory through:
- The Archive Sweep checklist (when archiving a production)
- The "Add to Org Inventory" button in individual Prop or Costume modals
- Manual creation in the Inventory page
Projects
View all productions with management actions:
- Active projects — Currently running productions
- Archived projects — Completed shows in read-only mode
- Click Import from Production to bring data from an archived show into a new project
Import Wizard & Batch Copying
Reuse data from completed productions using the Import Wizard:
- Click Import from Production in the Projects header
- Select a source project from the dropdown (archived or active)
- Choose a category to import:
- Props — Bring over prop definitions from the source production
- Costumes — Import costume piece records
- Personnel/Cast — Import company rosters
- The system uses a namespace prefixing strategy to ensure imported records do not collide with existing data while preserving cross-module links.
- Review the items in the preview
- Click Import Selected to batch copy them into your current project
Company Roster
Your organization-level people directory:
- Table view — Name, category, email, phone, production count, and linked projects badge
- Filter pills — All / Staff / Volunteer / Board / Student / Guest / Contractor (with counts)
- Search — Find people by name or email
- Click Add Person to add someone manually, or click Import CSV to bulk-import from a spreadsheet
- Click any row to view/edit their profile, work history timeline, and linked project badges
- Categories: Staff, Volunteer, Board, Student, Guest Artist, Contractor
CSV Import
- Click Import CSV in the roster header
- Upload a CSV file (drag-and-drop or paste text)
- Preview parsed data — the wizard auto-matches column headers (supports 20+ synonyms)
- Review potential duplicates (name similarity ≥80% or exact email match)
- Confirm and import — new roster records are created immediately
Work History & Linked Projects
When you open a roster person's profile and switch to the History tab:
- Active Projects — Shows teal badges for each production the person is currently linked to
- Production History — Vertical timeline showing past roles, project names, and date ranges
Members
Manage everyone in your project:
Viewing Members
- See all project members in a table
- View their assigned role, email, and status
- Filter by role or status
Approving/Rejecting Join Requests
When someone uses your join link:
- They appear in the Pending section
- Click Approve to grant access
- Click Reject to deny access
- Approved members get your selected default role
Changing Member Roles
- Find the member in the table
- Click the role dropdown
- Select a new role
- Changes apply immediately
Deactivating Members
- Find the member
- Click Deactivate
- Confirm the action
- Their project access becomes inactive immediately
Inactive members remain visible so an admin can still understand what happened to the roster and access state.
Invitation Repair
The current access flow can also include:
- Reissue on a pending invitation if the recipient needs a fresh invite email
- Invite Update Requests when someone asks to correct the email tied to an invitation
- Approve or Reject for those email-update requests
Some of these access-repair actions now also appear in the project-scoped Project Access section inside Settings for authorized project owners and managers.
Personnel Linking
Connect user accounts to personnel records:
- Find a member with no linked personnel record
- Click "Link to Personnel"
- Select the matching personnel record
- Click Confirm
This is useful when:
- Auto-linking failed (email mismatch)
- A user signed up before their personnel record existed
- You need to manually correct a link
Organization
Configure your company-level identity:
- Organization Name — Displayed throughout the Admin Portal and emails
- Logo — Used for branding in reports
Organization setup is explicit. New accounts complete onboarding before using the Admin Portal; passive page loads do not create organizations automatically.
Roles
Define what each role can do:
Understanding Roles
Each role is a collection of permissions. Common roles include:
| Role | Typical Permissions |
|---|---|
| Owner | Everything |
| Stage Manager | Full editing access |
| Designer | Department-specific editing |
| Actor | View access, self-service features |
| Crew | Limited view access |
Organization-Level Templates
If you have an organization, you can define role templates at the org level that automatically apply to new projects:
- Navigate to Roles in the Admin Portal
- In the Organization Templates section, click "+ New Template"
- Name the template and configure its permissions
- Toggle "Default" to have it auto-inherit into new projects
Template Inheritance:
- When you create a new project, all default org templates are copied in as project roles
- Project roles can be customized independently without affecting the org template
- Customized roles show an indicator so you know they've diverged
- Use "Reset to Template" to restore a project role to match its org template
Creating a Custom Role
- Click "+ New Role"
- Enter a role name (e.g., "Assistant Stage Manager")
- Check the permissions this role should have
- Click Save
Editing a Role
- Find the role in the list
- Click Edit
- Modify permissions as needed
- Click Save
Note: Built-in roles (Owner, Stage Manager) cannot be edited.
Deleting a Role
- Click Delete next to the role
- Confirm deletion
- Members with that role need to be reassigned
Generating Invite Links
Share your project with new collaborators:
- Go to the Members page
- Click "Generate Share Link"
- Copy the generated URL
- Share via email, Slack, text, etc.
- When they click the link and sign in, they appear in Pending
Share Link Security
- Links are project-specific
- New users must sign in with Google or email
- They appear as Pending until you approve
- You can revoke links if needed
Permission Reference
Permissions control what members can do:
View Permissions
| Permission | Allows |
|---|---|
| VIEW_BUDGET | See budget analytics |
| VIEW_PRODUCTION | Access Production tab |
Edit Permissions
| Permission | Allows |
|---|---|
| EDIT_RUNSHEET | Modify run sheet |
| EDIT_BLOCKING | Draw blocking paths |
| EDIT_SCHEDULER | Create/edit calendar events |
| EDIT_PROPS | Manage props inventory |
| EDIT_COSTUMES | Manage costume pieces |
| EDIT_SOUND | Manage sound cues |
| EDIT_SETS | Modify set builder layouts |
| EDIT_NOTES | Create and edit notes |
| EDIT_BUDGET | Configure budget allocations |
| EDIT_PRODUCTION | Manage deadlines |
Management Permissions
| Permission | Allows |
|---|---|
| MANAGE_USERS | Manage project members where the current project surface allows it |
| SELF_CHECK_IN | Use attendance self-service |
Best Practices
emoji_objects Start with built-in roles — Customize only when needed
emoji_objects Review pending members promptly — Don't leave collaborators waiting
emoji_objects Use descriptive role names — "Costume Designer" > "Designer 1"
emoji_objects Link personnel early — Prevents confusion in tracking
emoji_objects Don't over-share invite links — Generate new ones if compromised
Troubleshooting
"I can't see the Admin Portal"
- You may not be a super admin
- Project permissions such as
MANAGE_USERSdo not expose the full Admin Portal by themselves - Ask the maker/operator to create the production or adjust access
"A member isn't linked to their personnel record"
- Go to Members → find the member → Link to Personnel
- Select the correct personnel record manually
"Someone is stuck in Pending"
- Go to Members → Pending section
- Click Approve or Reject
- If they don't appear, have them try the link again
"The invitation went to the wrong email"
- Open the relevant project access surface
- Reissue the invite if the recipient just needs a fresh send
- If the app shows an email update request, approve or reject that correction there
Related Guides
Last updated: May 15, 2026