title: “Your team: Users and invites”

Your team: Users and invites

This guide is for Owners and Admins. It covers who can sign in to the staff side of your gallery, how to invite someone, and what to do when an invite is sitting in Pending invites and you would rather not wait for them to find the email.

Everything here is on one screen: Sidebar → Settings → Organization → Users.

Inviting someone

1. Sidebar → Settings → Organization → Users → + Invite member.
2. Pick the artist from the list (in a gallery, a team member is one of your own artists), choose a role or a role preset, and press Create invite.
3. They get an email with a link. The invite waits in Pending invites until they accept it, it expires (after seven days), or you revoke it.

You can only invite at your own level or below: an Admin cannot invite an Owner, and only an Owner can invite another Owner. A role the Owner has hidden or deleted on Settings → Roles cannot be given in an invite.

What each person can do

Each person’s row has a “What John can do” button (with their own first name). It opens their person page: their role with a Change button, then what they can and can’t do, in plain sentences. The tick boxes that used to sit under each row are sentences on this page now.

• Change gives them any role, including one your gallery made.
• Flip a sentence’s switch and choose Just for them to change it for that one person. On one of the old tick boxes this takes effect right away, exactly as ticking the box did. Other changes are saved and take effect when the new roles switch on.
• For everyone who is in their role changes the role itself. Only the Owner can choose it. An Admin can give people a role and use Just for, but cannot change what a role can do.

See What someone can do for the full guide.

Inviting someone who is already on the team

An invite can also change the role of someone who already signs in here, for example to make a Viewer your Calendar Manager. When they accept it, the new role (and any tick boxes from the preset you chose) applies straight away.

Two rules keep this safe:

• An invite never lowers a role. If the invite is for a role below the one they already have (an Editor invited as a Viewer), they keep the higher role. The invite is still marked accepted, and they are told why nothing changed. To lower someone’s role on purpose, use the role picker on their row in Sidebar → Settings → Organization → Users instead.
• An invite never changes an Owner.

Roles rank Owner, then Admin, then Editor, then the gallery roles (Curator, Show manager, Front desk, Treasurer, Calendar Manager), then Viewer. Moving between two gallery roles (Front desk to Calendar Manager) is not a step down, so it applies.

Accept for them

If you know the person wants the role and you do not want to wait for them to open the email:

1. Sidebar → Settings → Organization → Users → Pending invites.
2. On their invite, press Accept for them (it sits next to Revoke).
3. Read the dialog and press Accept for them again to confirm.

What happens next depends on whether they already have a CartonCrew sign-in:

• They already have an account. The invite is applied now, with the same rules as above (never lowers a role, never changes an Owner, preset tick boxes included). It leaves Pending invites, and they see the role the next time they sign in. The message at the top of the screen says what happened, for example “Their role changed from Viewer to Calendar Manager”.
• They do not have an account yet. The invite stays in Pending invites with the note Accepts at their first sign-in. The first time someone signs in to your gallery with that exact email address, the invite is accepted for them automatically, with no link needed. Signing in proves they own the address, because they are sent a code to it.

Things to know:

• Expiry and revocation still win. An invite that has expired or been revoked is never accepted, by the button or at sign-in. Send a new invite.
• You can only accept what you could have sent. An Admin cannot accept an Owner invite; only an Owner can.
• Only your own gallery’s invites. The button only ever acts on invites in Pending invites on your own Users page.
• It is recorded. Every use is written to the gallery’s audit log with who pressed it and what happened.

Revoking an invite

Sidebar → Settings → Organization → Users → Pending invites → Revoke cancels the link. Nobody can use it after that, including a sign-in that was marked Accepts at their first sign-in.

Troubleshooting