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Roles & permissions

Administration · Decide what each member can see and do with roles, change a role's permissions, create your own roles and change someone's role.

What it's for

Every member has exactly one role, and the role decides what they can see and do in Pulse – for example only answer their availability, or also plan gigs and see the band's money. Admins set this up once under Settings → Permissions and then just pick a role for each person.

When to use it

  • You are inviting someone and need to choose their role.
  • A member should be able to do more (or less) than now, for example a manager who should also see sensitive details.
  • Your band needs a role that doesn't exist yet, for example "Sound engineer".
  • Someone takes over as band admin.

How to

Pick the right role

  1. Band Admin – can do everything, including settings and permissions. Its permissions can't be changed.
  2. Band Manager – runs the band day to day: events, lineups, setlists, songs, invitations, finances, announcements, reminders and logistics. Can't delete events, edit or remove members, see sensitive details, or change settings.
  3. Band Member – sees events, lineups, setlists, songs, members and gig logistics, answers their own availability, sees their own earnings and writes in event discussions.
  4. Dep / Guest – sees events, lineups, setlists, songs and gig logistics, and answers their own availability. Doesn't see the member list or any money.
  5. Road Manager – like Road Crew, plus sees everyone's availability, sends reminders and plans gig logistics and crew.
  6. Road Crew – sees events, lineups, setlists, songs, members and gig logistics, answers their own availability and writes in event discussions.

Result: These are the roles a new band starts with. Your band may have changed them – the table under Settings → Permissions always shows the current state.

Change what a role can do

  1. Open Settings → Permissions. Each column is a role (with its number of members), each row a permission, grouped by area.
  2. Tick or untick the boxes. On a phone, scroll the table sideways to see all roles.
  3. Select Save in the bar at the bottom, or Discard changes to start again.

Result: The change applies at once to everyone with that role.

Create your own role

  1. Open Settings → Permissions and select Add role.
  2. Enter the Role name and select Create. The new role starts with the same permissions as Band Member.
  3. Adjust its boxes and select Save.

Result: The role can now be chosen when inviting someone or on a member's page.

Delete a role

  1. First give everyone who has the role a different one (see the next section).
  2. Open Settings → Permissions and select the bin icon under the role's name.
  3. Confirm.

Result: The role is gone. Pending invitations with this role are deleted too. Band Admin, Band Manager, Band Member and Dep / Guest can't be deleted.

Change a member's role

  1. Open Members and select the person.
  2. On the Overview tab, find the Administration box.
  3. Choose the new role under Permissions. It is saved straight away.

Result: The member can do exactly what the new role allows, from their next page load.

Permissions and limits

  • Only people with Manage band settings can open Settings → Permissions (by default only Band Admin). Changing a member's role needs Edit members (also only Band Admin by default).
  • The Band Admin role always has every permission – its boxes are locked.
  • A band must always keep at least one active Band Admin. You can't change the last admin's role, mark them inactive, remove them, or let them leave until someone else is an admin.
  • Give Edit members only to people you trust: it lets them change anyone's role, including their own.
  • What each permission allows:
  • View events – see the band's events and calendar.
  • Create events – add new gigs, rehearsals and other events, and start event-planning polls.
  • Edit events – change events, including their details and status.
  • Delete events – delete events for good.
  • View lineups – see who plays which seat at each event.
  • Edit lineups – assign players to seats and choose default players.
  • View setlists – see setlists.
  • Create setlists – make new setlists.
  • Edit setlists – change setlists and their songs.
  • View songs – see the song list, lyrics, chords and files.
  • Add songs – add new songs.
  • Edit songs – change songs, and their genres and tags.
  • Import songs – add many songs at once from a file.
  • View members – see the member list and member pages.
  • Invite members – create and manage invitations.
  • Edit members – change other members' role, status, instruments and notes.
  • Remove members – remove people from the band.
  • See sensitive details (date of birth, emergency info) – see members' date of birth, emergency contacts and medical notes.
  • Answer own availability – say whether you can come to events.
  • See everyone's availability – see each member's answer, even when the band shows only totals.
  • See own earnings – see your own fees and payouts.
  • See all finances – see all fees, costs and payouts of the band.
  • Record fees & expenses – enter gig fees, bookings and costs.
  • Write in event discussions – comment on events and send questions to the admins.
  • Post announcements – post announcements to the whole band.
  • Send reminders – remind members to answer events and polls.
  • View gig logistics – see travel, schedule, accommodation and gear plans for gigs.
  • Plan gig logistics & crew – edit those plans and the crew.
  • Manage band settings – open Settings: band details, seats, instruments, tags, permissions, integrations and the activity log.

Examples

A role for your sound engineer

Select Add role, name it "Sound engineer", untick See own earnings, tick See everyone's availability and Plan gig logistics & crew, and select Save. Then invite them with this role.

Handing over the band

Give the new person the Band Admin role on their member page first. Only then change your own role, or leave the band.

Common mistakes

  • Forgetting Save after ticking boxes – the changes are kept only on your screen until you save.
  • Giving a broad role "just for now". Choose the smallest role that works; it's easy to change later.
  • Expecting the role to say what someone plays. Roles are only about permissions; instruments and what someone does in the band are set on their member page – see Members.

Troubleshooting

"A band must keep at least one active admin" is shown.
You tried to take away the last active Band Admin. Make someone else Band Admin first, then try again.
The bin icon under a role is greyed out or missing.
It is greyed out while members still have the role – give them another role first. It is missing for the four built-in roles, which can't be deleted.
"You don't have permission to do that." is shown.
Your own role doesn't include the permission needed. Ask a Band Admin.