Roles & permissions

Understand what each role can see and do in Roadcase.

Roadcase uses a role-based access system. Every team member is assigned one of three roles when they join an artist. The role determines what they can view, create, edit, and manage.

Role overview

Capability	Administrator	Member	Crew
View calendar & events	Yes	Yes	Yes
Create events	Yes	—	—
Edit/delete events	Yes	—	—
View show details	Yes	Yes	Yes
Manage deals & settlements	Yes	—	—
Manage show advances	Yes	—	—
Manage guest lists	Yes	Request only	Request only
Approve guest list requests	Yes	—	—
View all expenses	Yes	—	—
Submit own expenses	Yes	Yes	Yes
Manage todos	Yes	Own only	Own only
Create projects	Yes	—	—
Upload documents	Yes	Yes	Yes
View admin-only documents	Yes	—	—
Manage team	Yes	—	—
Manage billing	Yes	—	—
Manage artist settings	Yes	—	—
Block dates (own)	Yes	Yes	Yes
View other members’ block dates	Yes	—	—
Manage setlists	Yes	Yes	—
Manage songs	Yes	Yes	—
View stage plots & riders	Yes	Yes	Yes
Edit stage plots & riders	Yes	—	—
Manage EPK	Yes	—	—
Manage organizations	Yes	—	—

Administrator

Administrators have full, unrestricted access to everything within an artist. This role is designed for:

• Band leaders who make decisions about shows, finances, and team composition
• Managers who handle the business side of touring
• Tour managers who coordinate logistics, settlements, and day-of operations
• Booking agents who need to create and manage shows

Key administrator capabilities:

• Create, edit, and delete all event types
• Manage financial deal structures and run settlements
• Create and share show advances with venues
• Approve or deny guest list requests
• View all expenses from all team members
• Manage team membership and roles
• Configure billing and subscription
• Access admin-only documents and dashboard widgets

An artist must always have at least one administrator.

Member

Members have read access to the calendar and shows, with the ability to manage their own personal items. This role is designed for:

• Musicians and performers in the band
• Songwriters and collaborators

Key member capabilities:

• View the full calendar and all event details
• Block dates to mark personal unavailability
• Request guest list spots for shows (subject to admin approval)
• Submit expenses and view their own expense history
• Manage songs and build setlists
• Complete assigned todos
• Upload documents

Members cannot see other members’ block dates, view financial deal details (if restricted), or manage team settings.

Crew

Crew members have access focused on day-of operations. This role is designed for:

• Sound engineers and lighting techs managing technical requirements
• Merchandise sellers tracking inventory
• Drivers, photographers, and videographers

Key crew capabilities:

• View the full calendar and all event details
• Submit expenses and view their own expense history
• Complete assigned todos
• Upload documents
• View stage plots and riders

Crew members have similar access to members but cannot manage songs or setlists.

Organization roles

If your artist belongs to an Organization, there is an additional layer of organization-level roles:

• Organization admin — Can manage all artists within the organization
• Organization member — Can access specific artists they have been granted access to

Organization roles can override artist-level roles for specific contexts. See Organizations for details.