What someone can do

Everyone on your team has one role, and the role says what they can do. “John is the Treasurer, and John can do these things.” That is the whole idea.

There are two pages for it:

• The person page shows what one person can do. Open it from Settings → Organization → Users: each person has a What John can do button (with their own first name).
• The role page shows what everyone in a role can do. Open it from Settings → Roles and pick the role. This tab used to be called Permissions.

Who this is for: the Owner and Admins, and ChAImp support during a support session. Nobody else sees these pages.

The person page

At the top is the person and their role, for example “John Smith · Treasurer”, with a Change button.

Under it, John can: lists what John can do, as plain sentences grouped under these headings:

• Art & artists
• Sales & money
• Members & dues
• Events, shifts & classes
• Website & messages
• Office & reports
• Gallery settings

John can’t: is closed until you open it. It lists everything else, with how many there are.

Some things only the gallery Owner can ever do. On everyone else’s page they read “Only the owner can …” and have no switch:

• change what a role can do
• change the plan and billing
• set the gallery’s own web address
• change the logo, colors and fonts
• set up the AI assistant
• delete the gallery or a feature’s saved data
• hand the gallery to a new owner

Turning one thing on or off for one person

Each sentence has a switch. Flip it, and CartonCrew asks who the change is for:

• Just for John: a personal extra for that one person. Nobody else changes. The sentence then says “Just for John”.
• For everyone who is Treasurer (4 people): this changes the role itself, so everyone who has it changes. Only the Owner (and ChAImp support) can choose this one. An Admin sees it greyed out, with “Only the owner can change it for everyone.”

You cannot change what you can do yourself: on your own page it says “This is you. Nobody changes what they can do themselves.” You also cannot give someone something you can’t do yourself.

Giving someone a different role

Click Change next to their role, pick the new role from the list, and click Save. The page says, for example, “John is now Curator.”

Any role can be given to anyone, including a role your gallery made. A hidden role is not in the list. Only the Owner can make someone an Owner, and the last active Owner can never be moved to another role.

When a change takes effect

CartonCrew is moving to the new roles one part at a time, in later releases. Until a part switches on, it works the way it does today. So:

• The old tick boxes work right away. Each of the 17 tick boxes that used to sit on a person’s row is now one sentence on the person page. For example the Point of Sale tick box is “Use the register: take payments, cancel or refund a sale, and set register PINs”. Switching one of these Just for John takes effect now, exactly as ticking the box did. CartonCrew says “Done. This takes effect now.”
• Everything else is saved now and takes effect later, when the new roles switch on for that part of CartonCrew. CartonCrew says “Saved. It takes effect when the new roles switch on.”
• Where what the page shows is not yet how CartonCrew behaves, the sentence says so: “Not in effect yet: today John still can” (or “still can’t”).

The role page

Open Settings → Roles and pick a role. You see:

• A Treasurer can: with the same sentences and switches as the person page, and A Treasurer can’t: closed until you open it.
• Under can’t, a sentence that people in this role can still do today says so: “Not in effect yet: today a Treasurer still can”. The role page shows what you have saved for the role; until the new roles switch on for that part of CartonCrew, its people keep doing what a Treasurer does today. For example, if you switch off “Change a piece’s price” for the Treasurer, a Treasurer can still change a price until then, and the sentence says so. The old tick boxes never get this note, because they already take effect.
• Who has this role, with each person’s name. Click a name to open their person page.
• Hide this role and Delete this role (Owner and ChAImp support only).
• A small Advanced link at the bottom. It opens the full grid of everything a role can do. It is there mainly for ChAImp support; you should not need it.

A switch on the role page changes the role for everyone who has it. CartonCrew asks you to confirm, and says how many people have the role.

Built-in roles

The roles every gallery starts with (Admin, Editor, Viewer, Curator, Show manager, Front desk, Treasurer and Calendar Manager) are ordinary roles now. Your gallery can change what they can do, hide them or delete them. Their names stay as they are.

The Owner role is the exception: it can always do everything, and nobody can change, hide or delete it.

Hiding and deleting a role

• Hide this role stops the role from being offered to anyone new: it is not in the Change list or the invite form. People who already have it keep it. Show this role offers it again.
• Delete this role removes it. You can only delete a role nobody has. If someone still has it (a deactivated person counts), or an invitation waiting to be accepted gives it, give those people another role first, or cancel the invitation. The history of the role is kept.

Making a new role

On Settings → Roles, click New role. A short wizard asks four things, one at a time:

1. What is this role called? and, if you like, a short description.
2. Starts like: pick an existing role. The new role starts with exactly what that role can do.
3. What can people in this role do today? The new roles are not switched on yet, so pick which built-in role its people work like until they are, for example “The same as a Viewer”. The answer starts on Viewer. It can never be the Owner, and only the Owner (or ChAImp support) can pick Admin.
4. Can a … ? One yes or no for each sentence, already set the way the role you picked in step 2 does. Change only the ones you want.

Click Create role. If anything was left out because only the Owner can give it, CartonCrew says so.

Until the new roles switch on, a person in a role your gallery made can do exactly what its “works like today” role can do, plus any tick boxes they already had. Never more.

Who can do what here

An Admin sees Settings → Roles read-only, with “Only the gallery owner can change what a role can do.”

Not switched on yet: the differences

While ChAImp switches the new roles on, CartonCrew quietly compares them with how it works today and counts the differences. It records no names. The Owner and ChAImp support can see the counts on any role page under Advanced, as “Not switched on yet: differences seen in the last 30 days”.

Related

• People & access for everything else on the Users screen
• Roles & capabilities for what each built-in role can do today, in full
• Inviting users

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