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Admin Portal ​

Manage your project's members, roles, and permissions.

Overview ​

The Admin Portal is the centralized administration interface for project owners and authorized users. Access it by clicking the gear icon in the header (visible only if you have admin permissions).

The Admin Portal lets you:

  • Manage members — Approve, reject, and configure team access
  • 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

Accessing the Admin Portal ​

Who Can Access? ​

The Admin Portal is visible to users with:

  • Owner role
  • Production Manager role
  • Any role with MANAGE_USERS permission

How to Open ​

  1. Look for the gear icon (settings) in the header
  2. Click to open the Admin Portal
  3. You'll land on the Dashboard page

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:

  1. The system scans the project's props and costume pieces
  2. Items sourced from Stock, Purchased, or Built are shown as eligible
  3. Items already linked to inventory are marked with a green checkmark
  4. Select the items you want to add to your organization's permanent inventory
  5. Click Add & Archive to save selected items and archive the project
  6. 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 from Past Production ​

Reuse data from completed productions:

  1. Click Import from Production in the Projects header
  2. Select a source project from the dropdown (archived or active)
  3. Choose a category to import:
    • Props — Bring over prop definitions from the source production
    • Costumes — Import costume piece records
    • Schedule Statistics — View analytics and milestone patterns (not imported directly)
  4. Review the items in the preview
  5. Click Import Selected to add them to 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 ​

  1. Click Import CSV in the roster header
  2. Upload a CSV file (drag-and-drop or paste text)
  3. Preview parsed data — the wizard auto-matches column headers (supports 20+ synonyms)
  4. Review potential duplicates (name similarity ≥80% or exact email match)
  5. 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:

  1. They appear in the Pending section
  2. Click Approve to grant access
  3. Click Reject to deny access
  4. Approved members get your selected default role

Changing Member Roles ​

  1. Find the member in the table
  2. Click the role dropdown
  3. Select a new role
  4. Changes apply immediately

Removing Members ​

  1. Find the member
  2. Click the remove button (delete)
  3. Confirm removal
  4. They lose access immediately

Personnel Linking ​

Connect user accounts to personnel records:

  1. Find a member with no linked personnel record
  2. Click "Link to Personnel"
  3. Select the matching personnel record
  4. 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

If you previously had an organization name on your profile, it is automatically migrated to the new Organization page on first visit.

Roles ​

Define what each role can do:

Understanding Roles ​

Each role is a collection of permissions. Common roles include:

RoleTypical Permissions
OwnerEverything
Stage ManagerFull editing access
DesignerDepartment-specific editing
ActorView access, self-service features
CrewLimited 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:

  1. Navigate to Roles in the Admin Portal
  2. In the Organization Templates section, click "+ New Template"
  3. Name the template and configure its permissions
  4. 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 ​

  1. Click "+ New Role"
  2. Enter a role name (e.g., "Assistant Stage Manager")
  3. Check the permissions this role should have
  4. Click Save

Editing a Role ​

  1. Find the role in the list
  2. Click Edit
  3. Modify permissions as needed
  4. Click Save

Note: Built-in roles (Owner, Stage Manager) cannot be edited.

Deleting a Role ​

  1. Click Delete next to the role
  2. Confirm deletion
  3. Members with that role need to be reassigned

Share your project with new collaborators:

  1. Go to the Members page
  2. Click "Generate Invite Link"
  3. Copy the generated URL
  4. Share via email, Slack, text, etc.
  5. When they click the link and sign in, they appear in Pending
  • 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 ​

PermissionAllows
VIEW_BUDGETSee budget analytics
VIEW_PRODUCTIONAccess Production tab

Edit Permissions ​

PermissionAllows
EDIT_RUNSHEETModify run sheet
EDIT_BLOCKINGDraw blocking paths
EDIT_SCHEDULERCreate/edit calendar events
EDIT_PROPSManage props inventory
EDIT_COSTUMESManage costume pieces
EDIT_SOUNDManage sound cues
EDIT_SETSModify set builder layouts
EDIT_NOTESCreate and edit notes
EDIT_BUDGETConfigure budget allocations
EDIT_PRODUCTIONManage deadlines

Management Permissions ​

PermissionAllows
MANAGE_USERSAccess Admin Portal, manage members
SELF_CHECK_INUse 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 have admin permissions
  • Ask the project owner to grant you MANAGE_USERS

"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

Last updated: February 2026