People & access

Everything about who can sign in to your organization and what they can do lives on one screen: Settings → Organization → Users. It has a Team members list, one row per person, and a Pending invites list for invitations not yet accepted.

Who this is for: an Owner or an Admin. Everyone else can open the screen but cannot change anything on it — see “If you are not an Owner or Admin” below.

What each person’s row carries

What you see on a row depends on your role and on whose row it is:

Control	What it does	Who sees it
The role dropdown next to their name	Changes their built-in role; saves as soon as you pick. To give a role your gallery made, use Change on their person page	Owner and Admin (an Admin does not see it on an Owner’s row)
What John can do (with their first name)	Opens their person page: what they can do, in plain sentences, with the switches you may use	Owner and Admin
Rename	Corrects their display name	Owner and Admin
Deactivate / Reactivate	Takes their access away, or gives it back	Owner and Admin
Remove	Takes them off the organization	Owner and Admin, where the server says it will work
Reset MFA	Clears their authenticator so they enroll again	Owner only
Sign out everywhere	Ends every session they hold	Owner only
Leave this organization (in a gallery, Leave this gallery)	Your own row: give up your membership	You, unless you are the last active Owner

Nobody sees a role dropdown, Rename or Deactivate on their own row: it is marked “(you)”.

At the top of the list, + Invite member opens the invite form (Owner and Admin only). An organization with a single Owner also sees the notice “This organization has one owner.” (in a gallery, “This gallery has one owner.”) with Invite a second owner (Owner only). The Users screen says “gallery” only in an art gallery; everywhere else it says “organization”.

If you are not an Owner or Admin

Editor or Viewer: you can open Settings → Organization → Users and read the list, but every row shows only a role badge, there is no + Invite member button, and the screen says “Only owners and admins can change roles and what people can do, or deactivate users.” You cannot invite anyone, change anyone’s role, or change what anyone can do. Ask an Owner or Admin.
Curator, Show manager, Front desk, Treasurer or Calendar Manager: the screen refuses with “This role has no access to user management.”

No capability opens this screen: it is decided by the role alone.

Roles: what each person can do

Everyone on the team has one role, and the role says what they can do. You see it in plain sentences in two places:

The person page. On Settings → Organization → Users, click What John can do on a person’s row (with their own first name). It shows their role with a Change button, then “John can:” and “John can’t:”. Each sentence has a switch, and a change can be Just for John or For everyone who is Treasurer.
The role page. Open Settings → Roles (this tab used to be called Permissions) and pick a role. It shows what everyone in that role can do, and who has it.

Only the Owner (and ChAImp support during a support session) can make a role, change what a role can do, hide or delete one, or use For everyone who is. An Admin can still give people a role and use Just for one person, and sees Settings → Roles read-only, with “Only the gallery owner can change what a role can do.”

The full guide, including when a change takes effect, is What someone can do.

ChAImp support and member portals

At the top of the Roles tab, Allow ChAImp support to view member portals decides whether ChAImp support may use View as this member during a support session at your gallery. It is off until an Owner or Admin ticks it and clicks Save; ChAImp support can see it but never change it, and every change is recorded. It shows only in an art gallery with the Artwork Catalog switched on; an organization that is not a gallery has no member portals and does not see it. See Viewing the member portal as a member.

Topics

Last updated: 2026-10-14 · Applies to: CartonCrew v2.0.0+