Team & roles
Invite colleagues and choose what an owner, an admin and a host can do.
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Everyone who works at your venue has their own account and a role. Open DashboardSetupTeam to see who has access, invite people and change what they can do. The Team page is open to owners and admins.
What each role can do#
There are three roles. Each role can do everything the one before it can, and more. A role belongs to one venue: the same person can be an owner at one venue and a host at another.
| Role | Pages it opens | What it can do |
|---|---|---|
| Host | Today, Calendar, Bookings, Schedule, Availability, Rooms, Venues |
|
| Admin | Also: Analytics, Invoices, Reviews, Marketing, Team, API, Settings | Also:
|
| Owner | Also: Payments | Also:
|
The same list is on the Team page itself, under What each role can do.
Invite someone#
Open the Team page and choose Invite
Owners and admins have an Invite button at the top of the page.
Enter their email and a role
Choose the role. You can only give a role up to your own: an admin can invite hosts and admins, and only an owner can invite another owner.
The invitation dialog. Choose Send invitation
They get an email with a link to join. It works for a week. The invitation shows up under Pending invitations until it is used.
You cannot invite someone who is already on the team (“That person is already on the team”), or an address that already has a pending invitation (“That email already has a pending invitation. Resend it from the list instead.”). Invitations are per venue: to give someone access to a second venue, invite them there too.
Pending invitations#
The Pending invitations list shows the email, the role, who invited them and when the link expires. For each one you can:
- Resend: send the person a fresh email with a new link, for example when the first one expired or got lost.
- Revoke: the link in their email stops working. You can invite them again later.
You only see these buttons for invitations to a role you may give, so an admin cannot resend or revoke an invitation to an owner.
How an invited person joins#
The email contains a link. It opens a page that says who invited them and to which venue.
A new person
Enter a name and a password of at least 8 characters, then choose Create account and join. There is no separate email confirmation: using the emailed link proves the address.
Someone who already has an account
If the invited email already has a MyEscapeRoom staff account, the page asks them to sign in with their password and choose Sign in and join. The role is added at this venue, next to any they already have elsewhere.
Use the dashboard
They land in the dashboard of the venue they joined, with the role they were invited to.
If the link has expired, was used already or was revoked, the page says so and tells them to ask the venue for a new one. Staff who join by invitation do not go through the setup that owners do: they have no company to set up.
Change someone's role#
Choose Change role on their row
The button only appears when you are allowed to change that person.
Pick the new role and choose Save role
The person keeps their account and gets the new role at this venue.
Changing a member's role.
Remove someone, or leave a venue#
Choose Remove on a member's row. They lose access to the venue straight away and are taken off the upcoming sessions they were assigned to, and their availability marks on upcoming sessions are cleared. Any invitations they sent that were still waiting are revoked. Their account stays, and they can be invited again.
On your own row the button reads Leave venue. You lose access straight away and are taken off your upcoming sessions, your availability on them is cleared, and the invitations you sent that were still waiting are revoked. Your other venues stay. To come back, someone who manages the team has to invite you again.
The rules#
- A venue always has an owner. The last owner cannot be removed, cannot leave and cannot be demoted. The buttons are not offered. To step down, first make someone else an owner. If you try anyway: “A venue always needs an owner. Make somebody else an owner first.”
- Nobody changes their own role. Ask another owner or admin to do it. It stops anyone from locking themselves out by accident.
- An admin never touches an owner. Admins move people between host and admin. They cannot change, remove or invite an owner.
- An owner can do everything to anyone, including making more owners.
- You can only give a role up to your own.
Troubleshooting#
The invitation email did not arrive#
Ask them to check spam. Then use Resend in Pending invitations, or check that the address is spelled correctly.
“That invitation was already used, withdrawn or has expired”#
The list has been refreshed. If they still need access, invite them again.
The Change role or Remove button is missing#
You are not allowed to act on that person. For example you are an admin and they are an owner, it is your own row and you want to change your role, or they are the venue's last owner.