Roles & capabilities

Who in your organization gets which role, and exactly how to give it to them.

CartonCrew uses role + capability access: the role decides what a person may do, and capabilities open individual modules for someone below Admin.

Who this is for: an Owner or an Admin, who are the only roles that can give people a role. Everyone else sees their own role as a badge on Settings → Organization → Users and cannot change it. Only the Owner can change what a role itself can do.

New in CartonCrew 2.0: roles in plain sentences. Each person now has a page that says what they can do (“John can: …”), and Settings → Roles (this tab used to be called Permissions) shows what each role can do. The tick boxes that used to sit on each person’s row are sentences on that page now. See What someone can do. This page describes what each built-in role can do today, in full.

One table for everything. Who can see and change what lists every role, every tick box and every role preset against every sidebar module and Settings tab, and the actions people ask about most (bulk delete, pushing to Square, deleting shifts, member logins and so on) with who may do each. It is generated from the product’s code, so it is always current.

Two kinds of login

A gallery has two front doors, and most people only ever need one of them.

• The member portal — the address ending in /portal. Every artist on your roster can have a portal login: their own profile, their own works, the calendar, and whichever of the directory, notices, membership info and classes your gallery has switched on. There is no role to choose and nothing to tick. You give it from the artist’s record with Enable member login (see How a guest artist gets in).
• The staff app — Settings, the modules, the register. Only the few people who run part of the gallery need this, and each of them carries a role, set on Settings → Organization → Users.

So a member who sits on a committee has a portal login like every other member and a staff role on top. A member who does not run anything needs no role at all.

Changing what a role can do

Only the gallery Owner (and ChAImp support during a support session) can change what a role can do, make a new role, or hide or delete one. Open Settings → Roles, pick the role, and use the switch beside each sentence. An Admin sees the same page read-only, with “Only the gallery owner can change what a role can do.” An Admin can still give people a role, and switch things Just for one person on their person page. The full steps are in What someone can do.

Built-in roles are ordinary roles now: a gallery can change what they do, hide them or delete them, and their names stay as they are. The Owner role can never be changed, hidden or deleted, and the last active Owner can never be moved to another role. Saved changes take effect when the new roles switch on for that part of CartonCrew, in a later release, one part at a time. Until then each built-in role works the way it does today.

One role for each person (the role conversion)

Today what someone can do comes from their role plus any tick boxes on the Users page. To get ready for one role per person, ChAImp runs a one-time conversion for your gallery. It changes nothing about what anyone can do: the role and the tick boxes still decide, exactly as before. What you will notice is on the Roles tab:

• The standard roles (Owner, Admin, Editor and the rest) show exactly what they can do today. If your gallery changed a standard role on the Roles tab, that change is kept as you left it.
• Where someone’s tick boxes give them more than their role, they are shown under a role made for that exact mix, named after it, for example Editor + Point of Sale or Front desk + Artwork Catalog, Calendar Manager. Everyone with the same mix shares one such role.
• Where your gallery changed a standard role, the people who had it are shown under a role named after it with (as today) at the end, for example Viewer (as today), which holds what they can actually do now.

Keeping each person’s role exact, and the gate

If you change someone’s role or tick boxes afterwards (the role dropdown or Apply preset on their row in Settings → Organization → Users, or a Just for switch on one of the tick-box sentences on their person page), what they can do changes straight away as it always has, and the role they are listed under on the Roles tab follows in the same save: the standard role when it matches, otherwise the role already made for that exact mix, otherwise a new one named after it. The same happens when someone accepts an invite that came with tick boxes. If the role could not be matched exactly, the save is refused and nothing changes.

A new gallery starts with every standard role set to exactly what it can do today, so its people match their roles from the first day.

Behind the scenes the app now has the check it will use, area by area, to read each person’s role instead of the old role and tick boxes. No area uses it yet: the old role and the tick boxes still decide everything. A later update moves each area over one at a time and says so before anything about access changes. For a ChAImp support session the check reads your gallery’s Admin role, and someone who is deactivated or whose access has expired is refused, as today.

Roles

• Owner — everything. On top of everything an Admin does, only the Owner can use the five Owner-only areas:

  • Billing — Settings → Organization → Billing: the plan and the payment details.
  • Domain — Settings → Organization → Domain: the custom web address.
  • AI — Settings → Organization → AI: the AI features switch, the provider, the model and your own API key.
  • Branding — Settings → Organization → Branding: the logo, the favicon, the colors, the font, the default theme and how the name shows on the public site. (The public website’s theme, Studio Site → Theme, is not part of this: whoever manages the website still changes it.)
  • Deleting the organization’s data — Settings → Organization → Data: Delete data… on an extension and Delete organization… in the Danger zone (also Delete data on an extension’s card in Settings → Extensions).

  Also the Owner’s: inviting or changing an Owner, Reset MFA and Sign out everywhere on someone else’s row. Holds every capability.

• Admin — runs the organization day to day: everything except the five Owner-only areas (Billing, Domain, AI, Branding and deleting the organization’s data). That is the organization name and the contact details on emails (Settings → Organization → Branding, where the branding itself is shown locked with “Owner only”), the team (invite, change roles, grant capabilities, rename, deactivate, remove — everyone except an Owner), the data export (Settings → Organization → Data → Download all data (JSON)), switching extensions on and off (Settings → Extensions → Enable or Disable on a card), in a gallery the Approved outside recipients an Inventory by Artist report may be copied to (Settings → Inventory reports) and Clear website statistics on the Website card of the Dashboard, imports and exports in the modules, and every module the organization has switched on. Holds every capability. Where an area is the Owner’s, the screen says “Owner only” instead of offering a control, and the server refuses the change even if it is sent directly.

• Editor — creates and edits records in the modules their capabilities open. Cannot invite anyone, change roles, or reach the owner or admin settings.

• Viewer — reads the modules their capabilities open, and changes nothing — except in the five modules whose tick box is itself permission to change them (see Five tick boxes that let anyone edit). Cannot invite anyone or change roles.

• Curator — looks after the catalog and the shows: edits artworks, artists and exhibitions. Cannot delete, cannot see money, cannot touch the website or settings.

• Show manager — runs exhibitions: edits exhibitions, adds and changes events (with Event Manager ticked), reads the catalog and shifts. Cannot delete, cannot see money, cannot edit the catalog.

• Front desk — works the desk: reads the catalog, exhibitions, events and shifts, and keeps the buyer and inquiry records. Reads the gallery’s sale records (to hand a sold work to its buyer) and its classes and rosters (to check students in) without any tick box. Cannot change a sale or a class, cannot see payouts, donors or reports, cannot edit the catalog, cannot delete.

• Treasurer — keeps the books: records and edits sales, works the payouts and payout runs, keeps donors, gifts and pledges, keeps the members’ dues in Artists → Dues, and reads reports, the catalog and the buyer records. Cannot edit the catalog, exhibitions, the website, settings or the team, and cannot delete anything.

• Calendar Manager — runs the gallery rota: decides shift requests, puts members on shifts and moves them, holds places, records attendance, sends the shift reminder and restores a month. Cannot add, change or delete calendar entries or shifts, cannot see money, and reaches nothing outside the calendar. Studio galleries only.

There is no Guest artist role any more. A visiting artist gets in through the member portal, as an artist of kind Guest — see How a guest artist gets in.

Nobody can give anyone a role above their own, and only an Owner can make someone an Owner.

ChAImp support sessions answer exactly as an Admin. When ChAImp support works in your organization (a temporary session the gallery grants, recorded in the activity list as ChAImp support), it can do what an Admin can do and nothing more: it cannot use Billing, Domain, AI, Branding or delete the organization’s data, and it cannot invite an Owner or make anyone an Owner. The session still ends on its own when its time is up. View as member for ChAImp support stays behind its own switch in Settings → Roles.

If an Admin saves branding by mistake. The save is refused with a message naming the Owner-only fields (for example “Only the Owner can change primary_color”), and nothing in that save is stored. Save the other settings on their own, or ask the Owner to change the branding.

AI in a pro-bono organization. Where ChAImp provides AI at no cost, nobody chooses a provider, a model or an API key — not an Owner, not an Admin. Settings → Organization → AI says that ChAImp provides AI at no cost, and the only control left is the AI features switch.

Extended gallery roles (Studio)

Galleries get five more roles alongside the four above — Curator, Show manager, Front desk, Treasurer and Calendar Manager. They are not a rank in the owner → admin → editor → viewer ladder; they are a remit. Someone holding one sees the parts of the gallery their job touches and nothing else, which is what you want for a volunteer on the desk, the person who keeps the books, or the person who runs the rota. They are offered to Studio galleries only; a CartonCrew nonprofit organization does not see them in the list.

Where to set it

In the sidebar, click Settings, open the Organization tab, then the Users tab. On the person’s row in Team members, use the small role dropdown next to their name. Pick Curator, Show manager, Front desk, Treasurer or Calendar Manager and it saves immediately. The same roles are in the Role list when you invite someone.

The role replaces their base role — it is one dropdown, not a second one. Giving an Editor the Curator role takes away their editor access and gives them the curator remit instead.

What each one can do

The Treasurer is the finance role, and its remit is the money rather than the catalog:

• Sales: a Treasurer records a sale on an artwork, records a past sale, and corrects a recorded past sale. Removing a sale stays with an Owner or Admin. On a sale paid through Square, a Treasurer (like an Owner or Admin) sees Open the receipt in Square, which opens Square’s receipt for that payment. The receipt can show the buyer’s details, so no other role is sent it: Editors, Viewers, the Front desk and artists see the same sales without the link. On the Layaway tab in Artwork Catalog a Treasurer opens layaways, changes a layaway’s payment schedule, records and removes payments taken outside Square, and matches Square payments to layaways; starting, completing and canceling a layaway stay with an Owner or Admin.
• Payouts: a Treasurer sees what is owed and builds and works the payout runs, and runs the Commission report, all under Financial in the sidebar (the pay period’s commission owed, for any date range, grouped by artist and by receipt, exported to Excel or printed). Only an Owner, an Admin or a Treasurer can run that report, and only they can adjust an owed line’s commission % or the amount it is paid on, with a reason, before it is paid, or mark owed lines already paid by hand as paid outside CartonCrew.
• Donors: a Treasurer adds and edits donors, records gifts and pledges, sends pledge reminders and issues acknowledgments. Merging duplicate donors stays with an Owner or Admin.
• Members’ dues: in Artists → Dues a Treasurer works the dues board (records and reverses payments, exports it to Excel, prints it), sets a member’s way of paying and cadence, opens and closes arrangements, and reads the takedown list. The gallery’s dues prices, due dates and ways to pay stay in Settings → Membership dues, which only an Owner or Admin can change.
• Organization Insights: a Treasurer opens and runs the saved reports, and sees Reports Manager too. Building or changing a report needs the Organization Insights tick box, as it does for anyone. So does the Inventory by Artist card on the Organization Insights page.
• Artwork & artists: a Treasurer sees the catalog, including each piece’s Medium, Medium detail and Category (the gallery’s lists from Settings → Taxonomy, which she reads but does not change), and changes a piece’s price. In Artwork Catalog, pressing Edit on a piece opens it with Price ready to change and every other detail shown but not changeable, with a note that an Owner or Admin changes those; Save changes saves the price alone. A piece whose artist’s membership has ended, a piece sold at the desk and taken home, or one in Recently deleted cannot be repriced, the same as for an Owner or Admin. On the Roles page this is the sentence Change a piece’s price. If the gallery’s lists cannot be loaded, the form says so, with Try again, rather than showing an empty Medium list.
• Financial is for the Owner, Admin and Treasurer roles only, and a Treasurer has full use of every tab in it: Payouts, Payout runs, Refund checks, Refunds, Commission report, Unmatched payments and Sales report (the last three and Refund checks need the Square connector). No other role sees Financial, whatever tick boxes they hold, and the server refuses them.
• A Treasurer needs no tick boxes for any of this: Artwork Catalog, Financial, Donors, Organization Insights, Reports Manager and Artists (on its Dues tab) are in their sidebar because of the role.
• Settings shows a Treasurer only the finance tabs: Square Integration, Point of Sale, Returns, QuickBooks and Classes, plus About. On Returns and Classes they edit and save the returns policy and the class cancellation policy. On Point of Sale they pair a Terminal or add a simulated reader, check a pairing, arm or revoke a device, and reset or remove an operator’s PIN (adding a volunteer to the Square staff directory stays with an Owner or Admin). On QuickBooks they connect or disconnect QuickBooks and save the account mapping. Square Integration is read-only for them: Connect Square, Push catalog and Disconnect Square stay with an Owner or Admin, and the server refuses them. A Treasurer’s save can carry only those settings: one request that also touches the organization name, branding, AI or anything else is refused whole and nothing in it is saved. Any other Settings address opens the first of those tabs. A Treasurer has no Noticeboard in the sidebar, and a typed Noticeboard address takes them to the Dashboard.

The Calendar Manager role is for someone whose job is the rota. It gives exactly what the Calendar Manager tick box gives (see Calendar Manager under Capabilities), with nothing to tick:

• Schedule is in their sidebar because of the role, and opens on the month with the requests waiting, the shifts with nobody on and the roster of each shift.
• They cannot add, change or delete a calendar entry or a shift. That stays with an Editor holding Event Manager.
• Their sidebar has no Dashboard and no Noticeboard. Signing in opens the Schedule (the Calendar), and so does typing the Dashboard’s or the Noticeboard’s address, with no error message. They cannot post, edit or delete notices; members still read notices in the member portal as before.
• Settings shows them only the Shifts tab and About (the Shifts tab is a gallery setting, so outside a Studio gallery they see About only). On the Shifts tab they can change and save everything: how members sign up, the drop rule, the limits and the sign-up horizon, the shift rules (the Who has accepted list stays with an Owner or Admin), the monthly and weekly emails, the change notice and the shift fines. Any other Settings address opens Shifts, and the server refuses them every other setting, even inside a Shifts save.
• Their own passkeys and Sign out everywhere are under My security, at the top right next to Sign out. The light and dark switch is there too. On a phone, My security and Sign out are in the menu under their photo or initials at the top right.
• They get no access to artworks, sales, the register, payouts, the rest of Settings or Team members.

These apply to the Calendar Manager role only. An Editor or a Viewer given the Calendar Manager tick box keeps their own role’s Dashboard and Settings.

Common to all five, and not adjustable:

• None of them can delete anything. Deleting stays with an Owner or Admin.
• None of them reach billing, extensions, branding, settings (except a Calendar Manager’s Shifts tab and a Treasurer’s finance tabs), the website builder, the register or the board (a Treasurer works the Point of Sale and QuickBooks settings, and nothing else outside the finance tabs) — including the Users screen itself, which refuses them with “This role has no access to user management.”, so a Curator or a Treasurer cannot pass the role on.
• Only the Treasurer sees money. A Curator, Show manager or Calendar Manager never sees a sale or a payout. A Front desk user sees the sale records — the work, the buyer, the date, pick up or ship — in Sales in the sidebar, and cannot change one; they never see a payout, and the payouts list shows nothing for them.
• A Treasurer cannot change the catalog. They see artworks and artists, but editing a work, adding an artist or uploading an image is refused. The Square push and import screens of the catalog are not offered to them either.
• Only a Show manager changes events, and only with Event Manager ticked. A Show manager with Event Manager can add an event and change one (its name, dates, times, place, visibility and status). A Curator, Front desk user or Viewer with the same tick box can open events but not change them.
• Shifts are view-only for all of them. Adding, changing or deleting a shift is an Editor’s job, and so is deleting an event. Deciding shift requests and sign-ups is the rota: the Calendar Manager role does it, and so does anyone holding the Calendar Manager tick box — see Who gets what.
• Everything they do is still recorded in Settings → Recent Activity under their name.

A gallery role still needs its tick boxes

The role says what someone may do inside a module; the tick box is what puts the module in front of them. Until you tick it, the module is not in their sidebar and the server refuses it with “Missing capability”. So after picking the role, open their person page (What John can do on their row) and switch these on Just for them. Each tick box is one sentence there; the table under Capabilities says which.

The sidebar only offers what the server will open:

• Reports Manager is in the sidebar for someone who can open reports: an Owner or Admin, anyone with the Organization Insights tick box, or a Treasurer. It is not offered to anyone else, even with the Reports Manager extension on.
• Expenses is not in the sidebar of any of the five gallery roles. Its records are kept for Owners, Admins, Editors and Viewers.

Ticking a box never widens the role. A Front desk user with Artwork Catalog still cannot change an artwork, and a Curator with it still cannot delete one.

Why you might not see the dropdown

This is the usual reason the feature looks missing when it is not. The dropdown is deliberately absent in four situations:

1. You are not an Owner or Admin. An Editor or Viewer sees every row with a role badge only, and the line “Only owners and admins can change roles and what people can do, or deactivate users.”
2. On your own row. Your row is marked “(you)” and carries no role dropdown — nobody changes their own role here. On a gallery where you are the only member there is therefore nothing to click anywhere on the screen, and the feature looks absent. Invite somebody first.
3. On an Owner’s row, when you are an Admin. Only an Owner can change an Owner’s role, so an Admin sees the row without the control. Sign in as an Owner, or have the person step down from Owner first.
4. Where the change is not allowed anyway. You can never assign a role above your own, and the gallery must keep at least one active Owner — so the last Owner cannot be moved to Curator or anything else.

If you can see the dropdown but the save is refused, the message says which rule stopped it: “Only an owner can manage owner-level roles.”, “You cannot grant a role above your own.” or “At least one active owner must remain.”

Who gets what

A gallery is run by committees, not by roles. Find the committee, then give its people the role and the tick boxes in that row. Each one is the smallest grant that does the job today.

A person on two committees gets the higher of the two roles and the tick boxes of both — a role is one dropdown, so a Curator who also runs events needs Editor with Artwork Catalog, Exhibitions & Shows and Event Manager.

Whoever runs the gallery rota as their job gets the Calendar Manager role; someone who only helps with it keeps their role and gets the Calendar Manager tick box — see Seat whoever runs the rota.

Role presets

A role preset saves one row of Who gets what under a name, so you choose it once instead of retyping the role and the tick boxes: on the invite for a new committee member, or with Apply preset on the row of someone already on the team (see Apply a preset to someone already on the team). A preset is a role — Editor or Viewer, nothing higher — plus a set of tick boxes. It is not a new role: someone invited with the Events preset joins as an Editor with the Event Manager and Volunteer Manager tick boxes, exactly as if you had set those by hand, and nothing on their row remembers the preset.

Every gallery starts with four presets:

Board member carries Organization Insights only. Every other tick box lets its holder change something — the website, the register and its refunds, donations and payout settings, the catalog — so a board member who only reads the numbers needs Viewer and Organization Insights, nothing more.

Manage your presets

Owners and Admins manage presets; everyone else sees no Role presets card.

1. Open Settings → Organization → Users: in the sidebar, click Settings, then the Organization tab, then the Users tab.
2. Scroll to the Role presets card, below Pending invites. Each preset shows its name, its role and its tick boxes; the four you started with carry a Default badge.
3. To add one, click Add preset. Type a Name (up to 60 characters, and not one this gallery already uses), pick the Role (Editor or Viewer), click the tick boxes it should carry, then click Save preset.
4. To rename or reshape one, click Edit on its row, change it, then click Save preset. A default you edit loses its Default badge.
5. To delete one, click Delete on its row and confirm.
6. To put the four defaults back as they started, click Restore defaults. A deleted default comes back and an edited one is reset; presets you added yourself are not touched.

Editing or deleting a preset never changes anybody who already joined with it or had it applied, and an invite already sent keeps the tick boxes it was sent with. To change a member, use their row in Team members.

Apply a preset to someone already on the team

Owners and Admins can give an existing team member a preset, built-in or one your gallery added. It sets their role to the preset’s role and replaces their tick boxes with the preset’s: tick boxes the preset does not carry are taken away.

1. Open Settings → Organization → Users: in the sidebar, click Settings, then the Organization tab, then the Users tab.
2. In Team members, find the person’s row. Click the Apply preset… dropdown next to their role and pick the preset.
3. A box opens saying what will change: their role before and after, the tick boxes the preset carries, and which tick boxes are added and removed.
4. Click Apply preset to save, or Cancel to leave them as they are.

Apply preset appears only on the rows of active team members below Admin. It is not offered on an Owner’s or an Admin’s row, because a preset is an Editor or Viewer and would lower them; change an Owner or Admin with the role dropdown instead. It is not offered on a Deactivated row: reactivate the person first. It is not offered on your own row. Applying a preset is written to the gallery’s audit log with the preset’s name.

How to grant it

Invite someone with a role

1. Open Settings → Organization → Users: in the sidebar, click Settings.
2. Click the Organization tab, then the Users tab.
3. Click + Invite member at the top of Team members. The Invite a member dialog opens.
4. Choose who to invite:
   • In a CartonCrew Studio gallery, there is no email box. The people you give a gallery role are your own artists, so the dialog shows a Member search box over a list of the gallery’s artists, each with their name and then their email. Type part of a name to narrow the list, then click the artist. The invitation goes to the email on their artist record. (Click Change to pick someone else.)
     • Artists already on the team are not in the list.
     • An artist with no email is listed but cannot be picked. Their row says “Add an email on their artist record first.” with an Open their artist record link. Add the email there, then come back.
     • An artist who already has a pending invite is listed as “Already invited - waiting for them to accept.”
     • Someone who is not one of your artists cannot be invited. Add them as an artist first. The server refuses any other address with “Only this gallery’s artists can be invited, and no artist here has that email address.”
     • A ChAImp support session sees the same Member picker. It also gets an Invite by email instead link below the picker, for seating an owner or admin before the gallery has any artist to pick from — click Pick a member instead to go back to the picker. Nobody else sees this link: everyone other than a support session is held to the artist roster.
   • In any other CartonCrew organization, type their address in Email.
5. If their committee has a role preset, pick it in Preset: it sets the Role and lists the tick boxes the invite carries, under “They can also:”. Otherwise leave Preset on “None - choose the role by hand” and pick the Role from the row of Who gets what that fits their job. Changing the Role by hand clears the preset.
6. Click Create invite. CartonCrew emails them the link, and the dialog also shows it with a Copy button.

An invite made from a preset carries its tick boxes, and they are set the moment the person joins. An invite made by hand carries the role only, and its tick boxes wait until they have joined — see Inviting users for the full invite flow. ChAImp support does not come in through an invite at all: it uses its own time-limited support access.

Switch on their tick boxes once they have joined

1. Open Settings → Organization → Users and find their row in Team members.
2. Click What John can do (it carries their first name). Their person page opens.
3. For each tick box in their row of Who gets what, find its sentence (the table under Capabilities says which), flip its switch, and choose Just for John. It takes effect right away, exactly as ticking the box did.

An Owner or Admin can already do all of these.

Change someone’s role or tick boxes later

Use the role dropdown on their row, or Change on their person page (the only way to give a role your gallery made), then check their person page again: a role change keeps the tick boxes they had, and one that suited the old job may not suit the new one.

Seat a finance volunteer

Invite them as a Treasurer. There is nothing to tick: the role opens the sales in Artwork Catalog, the payouts in Financial, Donors, Organization Insights and Artists → Dues on its own, and it cannot edit the catalog. A treasurer, their assistants and whoever helps with the books can all hold the role. Only an Owner or Admin can give it, and a Treasurer cannot give any role to anyone.

Deleting stays with an Owner or Admin, and the donation and QuickBooks settings are not part of the role. If the person also needs to build reports, tick Organization Insights for them.

Seat whoever runs the rota

If running the rota is the person’s job, give them the Calendar Manager role:

1. In the sidebar, click Settings, open the Organization tab, then the Users tab.
2. To invite them, click + Invite member, type their address in Email, pick Calendar Manager in Role and click Create invite. For someone already in Team members, pick Calendar Manager in the role dropdown on their row instead.

There is nothing to tick: Schedule is in their sidebar because of the role.

If they help with the rota alongside another job — a Front desk volunteer who covers when the rota lead is away, a Viewer, an Editor — keep their role and switch on the Calendar Manager sentence, “Run the shift rota: shifts, sign-ups, reminders, limits and fines”, Just for them on their person page instead. See Calendar Manager.

Seat a board member

1. Invite them with the Board member preset (a Viewer with Organization Insights), or invite them as a Viewer and tick Organization Insights once they have joined.
2. If your gallery uses the Board Portal, an Admin adds them on its Members tab; without a seat there, the Board entry refuses them.

Remember that Organization Insights is one of the five tick boxes that let anyone edit: a board member can save and delete report layouts, not change the data behind them.

Make someone a second Owner, remove someone, or let someone leave

See Adding a second Owner, Removing someone from the gallery and How someone leaves below.

How a guest artist gets in

A guest artist is an artist showing by invitation rather than as a member. They get in through the member portal, as an artist of kind Guest — there is no staff role for them (the old Guest artist role was retired in v1.774.0; anyone who held it was moved to a portal login of kind Guest in the same gallery).

1. In the sidebar, click Artists, then Add artist (or open the artist’s record). Give them an email address — that is where their sign-in code goes.
2. Set Member portal to Guest. This is separate from Category, which stays Guest artist so they are still paid at your guest commission rate.
3. Save, open their record and press Enable member login. A login never changes an artist’s category or kind, and neither does taking it away: Disable member login only stops them signing in.
4. They sign in at your gallery’s address ending in /portal with an emailed code. There is no password.

What a guest sees. Their own profile and their own works, and nothing else: no calendar, no sales, no notices, no text alerts, no feedback. Three things are your gallery’s decision, and all three start off. In the sidebar, click Artists, then the Guest portal button at the top of the page (Owners and Admins only), and tick any of:

• Member directory — guests can look up your members. Guests are never listed in it themselves.
• Membership Info — guests can read the documents and links you publish for members.
• Class suggestions — guests can suggest a class.

A guest whose membership has ended (their end month has passed) loses the portal, exactly like a member.

Capabilities

Per-module switches. They used to be tick boxes on a person’s row in Team members; each is now one sentence on the person’s page (What John can do), and switching it Just for that person works exactly as ticking the box did. An Owner and an Admin hold every capability implicitly, so these only ever matter for someone below Admin. That is the point of them: they let you seat a newsletter volunteer or a mailing-list coordinator without making that person an Admin of everything.

The tick box label is how this page, role presets and invites name it; the key is what the audit log and support see. These are all the capabilities that exist, with the sentence each one is on the person page:

There is no capability for managing people or settings. The Users screen, branding, the data export and the extensions switches are gated on the role — Admin or Owner — and cannot be handed to an Editor or Viewer by ticking a box.

Five tick boxes that let anyone edit

For most modules the tick box opens the module and the role decides what the person may change: a Viewer with Artwork Catalog reads the catalog and changes nothing. Five tick boxes are different — they are permission to change that module in themselves, so whoever holds one can create and change its records whatever their role, a Viewer or a gallery role included:

• Organization Insights — saved reports and dashboard widgets
• Email Campaigns — campaigns, and the audiences they are sent to
• Contact Inbox — contact-form submissions
• Request Manager — requests and their settings
• Website Manager — the public website’s pages

There is no read-only version of these five. Tick them only for someone you would trust to change that module.

Calendar Manager

Calendar Manager is the tick box for whoever runs the gallery rota. Like the five above, it works whatever the person’s role: a Viewer, a Front desk volunteer, a Curator, a Show manager or a Treasurer who holds it sees the gallery’s shifts and can approve and decline shift requests, put members on shifts, reassign a shift, hold and release places, record attendance, send the shift reminder, restore a month from a restore point, and delete future shifts: one at a time, a selection, or every future shift in a date range (Remove a date range on the Calendar). Several people can hold it at once, so the rota does not stop when one of them is away.

It also builds the rota for gallery shift months: make the month with Gallery Shifts, run the Schedule wizard, Bulk import shifts, + Add shift, Edit a shift, and Publish to members.

It opens the rota and nothing else. It does not let the person add or change exhibitions, openings, talks or meetings or their shifts, rename or delete an entry, or delete a shift that has already started (that is Event Manager with the Editor role), and it gives no access to artworks, sales, the register, settings or Team members. Only an Admin or the Owner can tick or untick it, and the change is in the audit log. Unticking it takes effect on the person’s next click; they do not need to sign out.

A tick box works only while the person is active in your gallery. Once you deactivate them, or a temporary access runs out, their tick boxes open nothing and change nothing, even though they still show on their row. Reactivate them and the same tick boxes work again.

The role or the tick box?

Calendar Manager exists both ways, and both give exactly the same rota:

• The Calendar Manager role is for someone whose job is the rota. Their row in Team members says so, and they reach nothing else.
• The Calendar Manager tick box is for someone who helps with the rota while their role is something else — a Viewer, a Front desk volunteer, a Treasurer, an Editor or any other role. They keep everything their role gives them and gain the rota on top, and nothing more: a Treasurer with the tick box runs the rota but still cannot add, change or delete an entry or a shift.

Either way, several people can do it at once, deactivating someone stops it on their next click, and only an Owner or Admin can give it. The role is offered to Studio galleries only.

Pattern

• A Viewer with Organization Insights (reports_manage) can open Organization Insights and read the numbers, which is the usual shape for a board member — and, as above, can also save and delete report layouts.
• An Editor with Email Campaigns (campaigns_manage) can build and send the newsletter, and nothing else moves — they still cannot touch artworks or the website. Previewing the recipient list, Send test to me and Send need the same tick as building the campaign: without it, a Viewer or an Editor gets “Missing capability” and the form does not show the send buttons. Owners and Admins always can.
• An Editor with Event Manager (event_manage) can run events and shifts without being handed the volunteer records behind them.
• An Admin holds every capability implicitly — the typical “ops lead”, everything short of the owner-only settings.

Removing someone from the gallery

Team members carries a Remove action on each row. It appears only where it would actually work, and where it is missing the row says why:

• Only an Owner can remove an Owner. A CartonCrew support session cannot, even though it is owner-tier at everything else on that screen — removing a gallery’s owner is the one door that stays shut, so nobody can take a gallery over from the outside.
• The last active Owner cannot be removed by anyone, including themselves. Recovering from that needs a CartonCrew support ticket after identity verification, which is deliberately slower than a button.
• Anyone else can be removed by an Owner or an Admin.

Removing someone drops their membership and their capability grants. Nothing of the gallery’s goes with them: artwork, sales, notes and history they created stay, and still show their name. If this was their only gallery, their sign-in is deleted too (password, passkeys and authenticator), so they can no longer sign in anywhere and would need a new invitation to return; if they belong to another gallery, only this membership goes and they keep signing in there.

Handing a gallery over

Ownership is a role, not a person: whoever holds the Owner role holds the gallery, and the gallery is meant to hold two. CartonCrew asks for that; it never forces it.

Who holds ownership

• When a gallery is provisioned, the customer is invited as its first Owner. A CartonCrew support session is time-boxed and is never one of your Owners.
• Team members shows every Owner. If there is only one, the screen says so: This gallery has one owner, with why that matters — if that person is unavailable nobody can manage billing, extensions or the team, and the last Owner cannot leave or be removed here.

Adding a second Owner

1. As an Owner, open Settings → Organization → Users and find the Team members list.
2. On the one-owner notice choose Invite a second owner (or use + Invite member and pick the Owner role — only an Owner can invite an Owner).
3. Send the invite link. Once the person accepts, the gallery has two Owners and either can hand over or leave.

A gallery on one Owner is not blocked from anything. The notice is a prompt, and nothing seats an Owner on its own.

How someone leaves

Your own row on Team members (marked “you”) carries Leave this gallery. Nobody else has to act for you. Before it happens the screen says what it costs:

• You lose access to this gallery now. Your role and capability grants here go, and getting back in needs a new invitation from an Owner.
• The gallery keeps everything: artwork, sales, notes and history you created stay under your name.
• If this is your only CartonCrew gallery, leaving removes your last membership anywhere, so your sign-in is deleted entirely (password, passkeys and authenticator). The screen says this explicitly before you confirm. If you belong to other galleries you keep your sign-in and those galleries.

Two cases cannot leave, and the row says why instead of offering the action:

• The last active Owner. Invite a second Owner first; once they have accepted, you can leave. This is the same rule that stops anyone removing the last Owner.
• A support session. It does not leave; it ends, from the platform console or when its window closes. Leaving grants a support session nothing.

Who can see and change what

These tables are generated from the product’s code each time it changes, so they always match what CartonCrew does. Each cell says what that person gets in that part of the app:

• change: it is in their sidebar and they can add or change something there (the actions tables below say exactly what);
• see: it is in their sidebar and they can read it, but they cannot change anything;
• no access: it is not in their sidebar, and the server refuses it, except where the list just below the tables says otherwise.

Read the rows like this:

• A role row is that role with no tick boxes. Owner and Admin hold every tick box already.
• A tick box row shows what ticking that box adds, and for which roles, for example “change: Editor, Curator”. A blank cell means the tick box adds nothing there.
• A preset row is the preset’s role with its tick boxes, as a new gallery is given them.

Every column assumes the module’s extension is switched on. A Support session (ChAImp staff helping you, for a limited time) can do everything an Owner can.

Table 1 of 11: Dashboard, Clients, Engagements, Volunteers, Schedule, Templates

Table 2 of 11: Website, Contact, Requests, Fraud Review, Organization Insights, Campaigns

Table 3 of 11: Donors, Grants, Funders, Federal & State Grants, Reports Manager, AI Insights

Table 4 of 11: Board, Noticeboard, Member Mail, Chief of Staff, Fundraising, Expenses

Table 5 of 11: Networking, Register, Artwork Catalog, Financial, Sales, Artists

Table 6 of 11: Studio Site, Exhibitions & Shows, Classes, Patrons, Support, Settings: Organization

Table 7 of 11: Settings: Security, Settings: Extensions, Settings: Inbound Email, Settings: Recent Activity, Settings: Roles, Settings: Shifts

Table 8 of 11: Settings: Membership dues, Settings: Member directory, Settings: Member feedback, Settings: Fundraising, Settings: Org Profile, Settings: Federal & State Grants

Table 9 of 11: Settings: Cloud Drive, Settings: eSignature, Settings: Jira, Settings: Square Integration, Settings: Point of Sale, Settings: Returns

Table 10 of 11: Settings: QuickBooks, Settings: Taxonomy, Settings: Inventory reports, Settings: Labels, Settings: The Hub, Settings: Patrons

Table 11 of 11: Settings: Classes, Settings: Text Alerts, Settings: About

Not in the sidebar, but the server still opens it

These modules are left out of the sidebar of some roles, but the server still answers the page for them if they type its address:

• Dashboard: Calendar Manager (left out of the menu for that role on purpose; its home is elsewhere)
• Noticeboard: Treasurer, Calendar Manager (left out of the menu for that role on purpose; its home is elsewhere)
• Register: Treasurer
• Sales: Owner, Admin, Treasurer (a menu entry made for the Front desk; everyone else reads these records in their usual module)

Notable actions and who may do them

The actions people most often ask about, module by module. “With the X tick box” means that role needs that tick box as well.

Dashboard

Schedule

Volunteers

Website

Organization Insights

Campaigns

Donors

Board

Expenses

Register

Artwork Catalog

Artists

Studio Site

Exhibitions & Shows

Classes

Settings

Common questions

• “She can’t see Campaigns.” Open her person page (What Jane can do on her row) and switch on “Build, send and delete email campaigns”, Just for Jane. That is the old Email Campaigns tick box and takes effect at once. Without it the module is not in her sidebar, whatever her role.
• “My Curator gets Missing capability.” A gallery role still needs its tick boxes: on the Curator’s person page switch on “Look after the whole catalog: works, artists, patrons and sales records” and “Plan exhibitions and shows”, Just for them.
• “He can see the sale but cannot change it.” That is Front desk working as designed: the desk reads sale records and class rosters but does not change them, and does not see payouts. Whoever records or corrects sales needs the Finance row of Who gets what.
• “My Show manager can’t save an event.” On their person page switch on “Run events: add and change calendar entries and shifts, and fill them”, Just for them (the old Event Manager tick box); a Show manager with it can add and change events. They still cannot delete an event or change shifts — whoever runs the rota needs Editor with the same switch on.
• “Why is there no Board role?” Board members are Viewers with Organization Insights, plus a seat on the Board Portal if you use it. The Board member preset sets that up in one choice on the invite.

Common issues

• A user can’t do X — open their person page (What John can do on their row in Settings → Organization → Users). It lists what they can and can’t do, and says “Not in effect yet” where a saved change has not switched on yet. An Owner or Admin can already do everything except what only the Owner can do.
• An Owner wants to demote themselves to Admin — fine, as long as at least one Owner remains. CartonCrew enforces the “≥1 Owner” rule.

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