Manage team members and roles

The 5 roles

An owner controls everything, including billing and deleting the organisation, while an admin does everything except billing and destructive settings. A member creates and runs events, a billing role sees invoices and a read-only overview, and a viewer looks without changing anything.

Most people on a team should be members. Owner and billing are the 2 to hand out sparingly.

1. Decide what the person needs to do. Run events, handle invoices, or just look.
2. Give the narrowest role that covers it. It is easier to widen later than to explain a mistake.
3. Remove people who leave. It frees the seat and ends their access.

The billing role exists so a bookkeeper never needs an admin account to fetch an invoice.

The billing role

It sees invoices and a read-only overview and nothing else. That is the correct role for an accountant or a finance department, and giving them admin instead is the mistake it exists to prevent.

An admin explicitly cannot see billing, which is deliberate rather than an oversight.

Member is the working role

A member creates events, runs them, reviews contributions and handles downloads — everything the actual work needs. What they cannot reach is brands, the team and billing, which is the right shape for a colleague shooting weddings rather than running the company.

If somebody is asking for more, ask which specific screen they need before widening the role.

A seat is a person

Every role occupies a seat, including billing and viewer. Studio has 1 and Agency has 5, so an agency with 3 photographers, a bookkeeper and an owner is already at the limit before anybody else joins.

Enterprise removes the cap. Until then, the seat count is worth checking before you promise somebody access.

When somebody leaves

Remove the person, which frees the seat and ends their access. If you also want their signed-in devices gone immediately rather than at their next request, revoke the sessions as well.

Doing both takes a minute and is the honest version of offboarding.

Everybody signs in as themselves

Each person signs in with their own account rather than a shared login, which is what makes roles meaningful and an audit trail readable. A shared account defeats both.

It also means removing 1 person does not disturb anybody else.