In the Team tab of an artist, you invite artists, crew, and other stakeholders to collaborate. For each team member, you specify contact details, a role, and appropriate permissions. This way, you give someone exactly the access they need, without sharing more booking or financial information than desired.
Inviting a team member
Open the artist, select Team, and click on Invite team member. Fill in at least the Name and Email address in the Account section. Then choose the role, any contact details, and permissions. Click on Invite. The team member will receive an email with an invitation link and can log in to an existing Artwin Live account or create a new account.
An invited team member will remain in the list until the invitation is accepted. Open a team member from that list to adjust details and permissions, resend an invitation, or remove a team member.
Account and contact details
The two sections both use an email address but serve a different purpose.
- Account > Email address: this is the address to which the invitation is sent and to which the Artwin Live account is linked. Once the invitation is accepted, this email address cannot be adjusted from the team; the team member manages the account address themselves.
- Contact details > Email address and phone number: these are the details of the team member as a contact person for this artist. For this, you can fill in, for example, a business email address and mobile number. These details are separate from the login address.
- Internal notes: use this for information for the people managing the team. The team member does not see these notes themselves.
- Role: describes the function of the team member, such as Performer, Crew, Management, or Tour Manager. Choose Other role if the correct function is not in the list.
Check Add contact information to riders only if the contact details of this team member may appear on riders. Artwin Live will then include the name, role, the email address from Contact Details, and the phone number as a contact block on the rider. If no separate contact email address is provided, the account email can be used as a fallback. This setting does not give the team member any extra access to riders; it only determines what contact information appears in the rider output.
Creditor relationship and Purchasing
Creditor relationship links the team member to an existing relationship in your CRM: the person or organization from whom you receive a purchase invoice or purchase contract. So, for example, choose the company of an artist, musician, or supplier if they are the creditor.
This link does not change the account and does not provide additional permissions. However, it helps the financial administration: for future bookings, purchasing costs for this team member can be linked to that creditor if no other creditor has been filled in yet. This way, the team member and purchasing will be associated with the correct relationship, and purchase invoices and contracts can be better assigned. Always check the cost line itself in an existing booking; a previously linked creditor will not be overwritten.
Selecting permissions
Choose a level that fits the task of the team member. The owner always retains full control. Only users who may manage team members can adjust invitations and permissions for others.
View-only
Without extra selection, the team member only sees bookings they are involved in. With Option, Confirmed, and/or Private booked, you grant additional access to all bookings of the artist with the checked status. Requests are not visible to a team member with View-only. Optionally fill in Visible future events (days) to limit the period.
Only sees their own fee and not those of other team members or other components, such as your booking fee.
View and manage
Sees all bookings of the artist and their own fee. This level can create appointments and private booked moments. With Allow creating own bookings and options, the team member may also add their own bookings and options. The fees of other team members and the booking costs remain hidden.
Financial insight and manage
Sees all bookings, the fees of all team members, and the booking costs. This level can manage appointments and own bookings. Only give the additional rights necessary, such as Manage team members and Manage tasks.
Financial insight and extensive manage
Has the same financial view and can also manage bookings created by other team members. Use this level only for someone who helps manage daily planning.
Additional rights
The additional management rights refine these levels. Manage team members allows an authorized manager to invite team members and adjust their details and permissions. Manage advancing gives access to manage advancing data for bookings. Manage tasks grants access to manage tasks. Grant these rights only to someone who actually maintains those components.
In View-only, there are also targeted extra options:
- Allow creating private booked and appointments: allows the team member to add their own availability and appointments. This does not grant the right to create regular bookings or options.
- Manage profile and press kit: grants access to maintain the artist profile and press kit.
- Allow adding notes in bookings: lets the team member respond or add notes to visible bookings.
- Show relationship name, phone, and email: makes the contact details of the client visible in the booking.
RSVP and visibility of the team
With Show all team members and RSVP status, a team member sees, in addition to their own RSVP, which team members have been invited for a booking and what their RSVP status is. This is especially useful for a band leader, tour manager, or crew coordinator. The setting does not grant a team member with View-only the right to send RSVP invitations for others or change their response: the team member can only respond to their own invitation.
A manager who can see both RSVP status and manage team members can manage RSVP invitations and status for other team members. Users with financial management can do this as well. The artist settings for RSVP also determine whether a team member can change a made choice and whether Maybe is available as a response. These RSVP settings are separate from the booking statuses in View-only: those statuses determine which bookings someone sees; RSVP determines who you ask for a response for a specific visible booking.
Good to know
Start with as little access as possible. You can always expand permissions later. For most artists and crew, first choose View-only and only give the necessary booking statuses and additional options.
A role is not a permission. The role appears with the team member and can be used on riders but does not determine which bookings, financial data, or actions someone can see or perform. That is only managed with Permissions.
Own display name. For your own team member, you can choose in Personal settings whether to use the default artist name or enter a custom display name. This only changes how the artist is displayed to you, not the name for other team members or on the artist page.