Crews

A crew is a team that manages several pages from one place. One subscription covers them all, one member list decides who is in, and one set of roles decides what each of those people can touch. An agency running twelve artists, a label with its promoters, a booking office with a shared roster: all of them are one crew holding several pages, rather than a dozen separate logins.

Crews are the only part of the admin where you manage people rather than content, so this page spends most of its length on Members, Roles and Pages.

Open a crew

1. Open Manage.
2. Click the Crews tab.
3. Click the crew you want.

Each card carries the crew name, a tier badge, the slug, how many page slots the plan includes, and either Owner or Member depending on which you are. Manage → takes you in. If you belong to no crew the tab reads No crews yet, with You don't belong to any crew yet. underneath.

There is no button anywhere in the admin that creates a crew. A crew is brought into existence by the Studio subscription itself and appears in this tab once the payment clears. A crew whose subscription later lapses drops back to Basic and keeps everything it had, but stops being able to grow.

What the left rail holds

Two gates decide what you can do

Every crew screen is behind two independent checks, and both have to pass.

Your crew role. A crew works differently from a page. On a page, permissions are granted per person per page, as described in Manage permissions. In a crew you hold exactly one role, and that role covers the whole crew. Its list of features is what the rail reads.

• The crew owner always holds every crew feature. There is no way to reduce the owner, and nothing in a role can grant more than the owner already has. That is what the rail reads. One screen, Presskits, checks the owner's role instead of their ownership and turns them away regardless.
• Everyone else holds precisely what their one role lists. Nothing is inherited, and nothing is implied by seniority.
• A member carrying no role at all holds nothing. The interface always asks for a role when you add someone, so this is unusual, but the data allows it and a few screens handle it less gracefully than others.

The crew plan. Crew plans are Basic, Studio and Roster. The tier gate accepts Studio or Roster and refuses Basic. There is no Starter tier for a crew, so the entry level is Studio. One row sits behind that gate, API, and it carries a permission of its own on top of it. Holding the plan without the permission, or the permission without the plan, leaves the row greyed either way. API opens once both hold.

Greyed out, never hidden

A row you cannot use stays visible and stays greyed, so you always see the shape of what a crew can do even on the rows you personally cannot open. Which grey it is, the hover tells you.

A row you are missing the plan for gets a sparkle at its right edge and the tooltip Upgrade to Starter to unlock this feature. That string is the one the whole admin uses, and it names Starter even here, where no such crew plan exists. On a crew, read it as Studio. The sparkle only draws while the rail is wide.

A row you are missing a permission for gets no sparkle and no explanation. Hovering it on the narrow rail repeats the row's own name back at you, and on the wide rail produces no tooltip at all. That silence is the signal: ask the crew owner, not the billing screen.

Neither of those is the Upgrade button of a Basic crew. That one sits in the Dashboard's state block, described below, and opens Subscription.

Greying is navigation, not a lock, so a screen reached by typing its address still opens. It then says what you cannot do instead of letting you try: a button that needs a permission you lack is disabled, and hovering it names the missing right, for example Your role does not let you manage the crew's members. A refusal that still comes back from the server is shown as a sentence too, not as database text.

Dashboard

Headed Crew Dashboard, with no button beside the title. It is built like an event's dashboard and writes nothing.

At the top, a card says what the crew is: its monogram, its name, a pill with the plan and a pill with its state (Active, Suspended, Paused or Payment due), then the slug and Since the date it was created. On a wide screen the card also shows Your role: Owner, or the role you hold.

Below it, four figures in one strip, each opening the screen that explains it:

The left column opens with Next steps: one row per thing the crew still lacks, and only the ones you can act on. Attach your first page, Bring in your team, Put your team on the pages (pages nobody is assigned to) and Create a role of your own. Each row's button opens the control that fixes it, and the block disappears once nothing is left. Under it, Pages lists the latest pages attached, with their type and who works on them (Nobody assigned shows in amber), and Members the latest people in, with their role and the date they joined.

The right column is Quick navigation: Members, Roles, Pages, Drive, Settings and Subscription as tiles.

If the crew record cannot be read, the page says Access Denied, with Back to my crews. If the request fails instead, it says Could not load this crew with Try again, rather than showing an empty crew.

When the crew needs something

At most one block appears between the card and the figures, the most urgent state first, each with the button that resolves it:

• This crew is suspended, with Your pages, members and shares are preserved. Reactivate to attach pages, invite, share, and manage members. The button reads Reactivate crew, or Resume subscription when the plan is paused rather than lapsed. While the crew is suspended, Next steps is hidden: every one of them would be refused with This crew is suspended. Reactivate it to continue.
• The last payment failed: the crew keeps running while Stripe retries. Open billing leads to Subscription.
• This crew is on Basic: Upgrade opens Subscription.
• All {max} page slots are used: Open the plan to buy a slot.

The wording of the first is the important part. Nothing is deleted by a suspension. What stops is growth: attaching pages, sending invitations, sharing and managing members. Members, Roles and Pages show the same block at the top while it lasts, and their add buttons stay disabled.

Settings

Headed Crew Settings. The tab bar holds Settings, plus Danger Zone for the owner only.

The main tab is two cards. Crew Info holds Crew Name and Slug, with the line Pages you invite, and pages you ask access to, see this name. and the hint Lowercase letters, numbers, and hyphens only (min 3 chars) under the slug. The Subscription card is read-only: the plan as a pill, the Created date, and Manage the plan, which opens Subscription.

Only the owner can edit here. A member holding the settings feature can open the screen and read it, but both fields are greyed and the card says Only the crew owner can change these. There is a separate "edit settings" feature in the permission picker; this screen does not consult it.

Rename a crew or change its slug

1. Open Settings.
2. Edit Crew Name, up to 100 characters.
3. Edit Slug: lower-case letters, digits and hyphens, 3 to 50 characters, not starting or ending with a hyphen. A slug that breaks the rule is flagged under the field as you type, and one another crew already uses is refused with This slug is already taken by another crew.
4. As soon as something changes, a bar appears at the bottom of the screen with You have unsaved changes. Click Save, or Discard to put the saved values back. Crew settings saved confirms it.

Switching to Danger Zone with unsaved changes asks Leave without saving? first, and closing or reloading the browser tab gets the browser's own warning.

Delete a crew

1. Open Settings, then the Danger Zone tab.
2. Read Delete this Crew. The panel lists what goes with it, built from what the crew actually has: its pages detached (they stay on Sway as standalone pages, without their old subscriptions), its members losing their place, its roles and page assignments, and its Stripe subscription when there is one.
3. Click Delete Crew.
4. Type the crew's exact name, which the dialog shows as text you can select and copy. The button stays disabled until it matches, and That is not the exact name. says why.
5. Click Delete Crew.

Subscription

The rail calls this row Subscription; the page itself is headed Subscription & Billing. It is built like a page's Subscription screen, described in Plans and Billing, and uses the words Billing uses. Everything on it that changes the plan is behind the crew billing feature, which the owner always holds. Without it you see the plan, and a line under it reads Only the crew owner, or a member whose role manages billing, can change this plan.

On a Basic crew

The plan card reads Basic and The crew keeps its pages, members and shares, but cannot add any until it subscribes again. Beside it, the Studio offer lists what is Included in Studio, lets you pick Monthly or Yearly with the price underneath, and Subscribe to Studio starts the checkout. A crew that has already used its free trial goes to a checkout without one.

On Studio or Roster

The plan card names the tier with its status and lists six lines under Included in Studio (or Roster): pages, members per page, storage, email, push notifications and support. Read your own allowances there rather than from a table elsewhere, since they move with the plan. The tiles give the Billing cycle, the next date that matters, the Page slots as pages in use over slots (Studio only) and the Storage bar.

When the plan needs you, one block says so, with the button that settles it: The last payment failed (Update payment method), Ends on … (Undo cancellation), Paused until … (Resume now) or Switches to monthly billing on … (Keep yearly billing). The three-dots menu holds Switch to yearly billing or Switch to monthly billing, Pause the subscription and Cancel the subscription, and Invoices and payment opens the Stripe portal for invoices and payment methods.

A Roster crew shows Managed by your account manager, with a line naming the manager when there is one, and has no menu and no portal: every change goes through the manager. On Studio, Upgrade to Roster sits beside the card, and Ask about Roster opens the contact form, since Roster is quoted rather than bought.

Every action reports in the notification corner, and the screen updates in place.

Buy or drop an extra page slot

Studio includes five page slots and sells three more at €12 a month each, to a ceiling of eight.

1. Open Subscription.
2. In the Page slots card, click the size you want: 5 pages, 6 pages, 7 pages or 8 pages. Each one shows what it adds a month, and the current size is highlighted.
3. Read the confirmation: the New monthly total for extra pages and, when you add slots, the prorated Amount due now.
4. Click Buy to add slots, or Remove to drop them.

A size smaller than the pages already attached cannot be picked, and the card says why: The crew holds {used} pages, so it cannot drop below {used} slots. Remove pages first to go lower., with a link to Pages. Slots only change while the plan is running: paused, ending or unpaid, the card reads Page slots only change while the plan is running.

Members

Headed Members, with Add Member at the top right.

A strip of three facts sits above the list:

• Seats: the people in the crew, out of 20 on Studio (the owner counts too), with a meter that turns amber once every seat is taken. Roster has no seat limit.
• Tier: the plan the seats come from. It opens Subscription.
• Roles: how many roles the crew has. It opens Roles.

The table columns are Member, Role, Features, Joined and Actions, with the feature cell showing a count rather than a list. From seven members on, a search box (Search a member or a role…) and one pill per role held in the crew appear above it; All roles clears the filter. The Roles screen links here with its role already picked. On a phone, the table becomes a list of people with their role and the date they joined.

Two rows carry no action, and say why: the owner's (The owner cannot be changed) and your own (You cannot change your own role).

Add a member

1. Click Add Member. A panel slides in from the right.
2. Type into the search. It needs two characters and searches every Sway account by username, not an address book of your own contacts, so ask the person for their exact username. People already in the crew are not offered.
3. Click the person you want. The search collapses to them; Change reopens it.
4. Pick a role card. Each card names the role, its feature count and the first areas it covers. The owner role is never offered.
5. Click Add Member. Member added confirms it.

The button stays disabled until a person and a role are picked, and the panel says which one is missing. When every seat is taken, Add Member itself is disabled, and hovering it reads Every seat on this plan is taken. Upgrade, or remove someone first.

Change a role, or remove someone

Each row carries two actions, dimmed until you point at the row.

• The pencil opens Change Role with the same role cards. Saving reports Member role updated, and the new role's features apply everywhere at once.
• The bin asks Are you sure you want to remove {name} from this crew?, and explains that they lose every page the crew gave them access to. Remove member confirms, then Member removed.

Removing someone does not touch permissions they hold on a page in their own right, which were granted on that page and live on after they leave.

Roles

Headed Roles, with Create Role at the top right and one line under the title: Each member holds one role, and it covers the whole crew. What they can do on a page comes from being assigned to that page, on the Pages screen.

Roles are listed one per row: the name, a summary naming the first three feature areas it touches followed by a +N for the rest, and two pills counting the members holding it and the features in it. The members pill opens Members filtered to that role, and clicking a role's name opens it.

Roles shipped with the crew carry a System badge. Their features can be edited but their names cannot, and they cannot be deleted. Opening one shows System role "{name}" cannot be renamed, but you can edit its features. The owner role is stricter still: it opens read-only, as View Role.

Create a role

1. Click Create Role. A panel slides in from the right; drag its left edge to widen it.
2. Type a Role Name, up to 50 characters. A name another role already uses, or used before a rename, is flagged: This name is taken by another role in the crew.
3. Under Start from template, pick a card. Blank (no features) comes first, then the shipped role shapes, least access first, each with its feature count. Picking one ticks its features; changing any of them afterwards turns the selection into Custom.
4. Work through Features. They are grouped by area, one line per area with a count such as 2/5; click an area to open it. Select all and Clear act on the whole area, and the search box opens every area it matches. Sensitive permissions carry a warning sign, on the permission and on its area's line, and the total above the list says how many are ticked.
5. Click Create Role.

Duplicate, edit and delete

The three-dots menu on each row holds the rest.

Duplicate opens the create panel already filled in: the original's features, and its name followed by (copy), or (copy 2) when that one exists. Rename it, narrow it, then click Create Role. It is the fastest way to build a slightly narrower version of a role you already trust.

Edit reopens the name and the features. When people hold the role, the panel says so before anything else: members hold this role. Your changes apply to all of them as soon as you save.

Delete is only possible while nobody holds the role. Otherwise the entry is greyed with Held by {n} members. Reassign them first., and the menu offers Show the {n} members instead. Deleting an unused role asks once, and Delete role confirms it.

The two messaging features

Two features of a role concern Messages. Answer pro messages lets a member write to other pages in the crew's name, read the crew's conversations with them, and answer for the roster pages they are assigned to. Moderate crew channels lets them delete any message in the crew's channels and rename or archive any channel. The shipped Owner, Admin and Manager roles carry the first, Owner and Admin the second. Everyone in the crew reads and writes in #general without either: see Crew channels.

Pages

The largest crew screen, and the one worth reading twice. Headed Pages, with Add Page at the top right on every tab but Events.

A strip of three facts sits above the tabs:

• Page slots: slots used out of the plan's total, with a meter that turns amber when full.
• Tier: the plan the slots come from. Extra slots are bought there, and the tile opens Subscription.
• Shared with this crew: the pages that granted the crew access without joining it.

Four tabs follow, Artists, Venues, Promoters and Events, each badged with its count. The pages show as cards, as on Manage. From seven pages on a tab, a search box (Search a page by name…), a pager and a count appear above the cards; the Events tab adds All, Upcoming and Past.

The quota

Two things about the slot count surprise people:

• Events never count. An event reaches the crew through its promoter, so event pages are inherited rather than attached. They appear in the Events tab with an Inherited badge and the promoter they come from, their card opens the event, and the tab has no Add Page button at all. Detach the promoter to lose the events.
• A pending ownership invitation already costs a slot. An invitation you have sent and nobody has answered holds its place until it is accepted, declined, revoked or expired, and the meter says so ( held by pending invitations). Three forgotten invitations on a five-slot plan leave you two. An access request never takes a slot.

Once the slots are full, Add Page greys out, and hovering it reads Every page slot is used. Buy one on the plan, or remove a page first.

Add a page

1. Open the tab for the kind of page you want, then click Add Page. A panel slides in from the right.
2. Confirm the kind of page with the Entity Type pills.
3. Type a name into the search. The hint states its reach: Search any page: add the ones you manage, invite the ones managed by someone else, or claim a page that has no manager. With the box empty you see only pages you already manage.
4. Click a result. The panel checks who runs it, showing Checking this page..., then says what it found in one block.
5. Act on the answer. The button at the bottom of the panel follows it.

For an access request, pills let you pick exactly what you are asking for: View bookings and Manage bookings. A Message (optional) box of up to 500 characters travels with an invitation or a request.

Either way the page's own admin decides. You are sending a request, not taking anything.

What connecting a page to the crew grants

Attaching a page puts it under the crew, but it does not hand every member the keys to it. Two things happen.

The page inherits the crew's plan. Its features, quotas and storage come from the crew subscription from that moment on, which is why its own paid plan is cancelled on the way in.

Access is per member, per page, and you assign it. A crew role says what someone can do to the crew. What they can do on a page the crew manages comes from being assigned to that page. Nobody gets a page they were not put on.

Each card says who works on the page ( assigned, or Nobody assigned in amber) and carries a Team button, which opens the page's team in a panel.

1. Click Team on the page's card.
2. Click Assign Member, or the dashed row when nobody is on the page yet.
3. Pick the member. Only members not yet on the page appear, and the owner is not offered.
4. Leave Custom feature override off to give them what their crew role already grants. Their row then reads Inherits role.
5. Switch it on to hand them a different set on this page alone, picked in the same grouped list as the roles. The hint says it plainly: Override the member's role features for this specific page only. Their row then reads Custom with a count.
6. Click Assign Member.

In the team list, the pencil changes that choice later and the second action takes the page away, after They will lose access to this page. The card's three-dots menu holds Open page and Remove from crew, which warns that everyone the crew assigned to the page loses that access at once, and that the page goes back to its own plan.

Because an override is per page, the same person can be a full manager on one artist and a read-only pair of eyes on another, without touching their crew role.

Shared with this crew

Pages that granted your crew access without joining it are listed separately, under Shared with this crew, with Access only, never counted in your page slots beside the heading. Each row shows the permissions you hold there as pills.

The shared access only reaches the people you assign. Each row has its own Team button, the same panel as above: put the people who work on that page on it. What they can be given there is capped at what the page shared.

Request more opens a panel to ask for additional permissions. What you have already been granted is locked on and cannot be dropped from here, the request has to add at least one thing, and while one is outstanding the row reads Requested instead. Withdrawing an existing grant is the page admin's call, not yours.

Page invitations

Everything you have sent out sits under Page invitations, with columns Page, Request (Ownership, Access or More access), Status, Sent and Actions, and a status pill reading Pending, Accepted, Declined, Revoked or Expired. A pending invitation can be pulled back with the action on its row; Revoke invitation confirms, and an ownership invitation frees the slot it was holding. On a phone the table becomes a list.

Presskits

Headed Roster Presskits. Nothing is created or edited here: it is an index across the artists attached to the crew, one card per artist with New Presskit, and every action points out to the artist's own workspace. What each card holds is described in Presskits.

Today it opens on a refusal, for everyone. The screen reads the crew role of whoever asked and looks for roster presskit management on it. The Roles editor does not offer that permission, so no role you can build carries it, and owning the crew does not substitute: the owner is refused like everyone else, and so is a member with no role at all. The screen reads Your role does not include roster presskits, with Open the pages.

Past that check, the screen resolves its artists through a link the database does not hold, so a role that carried the permission would land on Could not load the roster's presskits, and Try again would not change it.

Reach a presskit through the artist instead. Open the artist from Manage and use its own Presskits screen, which is a full editor and is unaffected by any of this. Building and publishing one is covered in Presskits.

The rail row follows the same permission, so only the crew owner sees it in a state that can be clicked at all. For everyone else it is greyed, with the silent hover described above.

API

Headed API, with API docs (it opens the API section in a new tab) and a button that follows the tab: Create key on the keys, Add webhook on the webhooks. Three tabs: API keys, Booking requests, badged with the number of submissions still marked New, and Webhooks.

This is one of the two crew rows behind the plan gate as well as a feature, and the only one of them that opens. On a Basic crew it shows the upgrade panel; with the plan but without the API feature it shows Access Denied, naming the permission to ask the crew owner for.

API keys

API keys lists each key with its name, the start and end of the key, its scopes, when it was created, last used and expires, its requests over 30 days and its state: Active, Expires soon, Suspended, Expired or Revoked. A browser key carries a Browser badge, and a key that replaced another says so under its name (Replaces sway_sk_..., Replaced by sway_sk_...). From seven keys on, a search and the pills All, Active and Expired or revoked appear above the list. On a phone each key becomes a row with its name, state and last use.

Each key has Activity. A key that is not revoked also has Edit scopes and Revoke, and Suspend (Resume once suspended) until it expires. The actions stay dimmed until you point at their row.

Create a key

1. Click Create key. A panel slides in from the right.
2. Give it a Name, after where it runs.
3. Pick a Key type. Secret is for your server and can hold every scope. Publishable is for a visitor's browser: it only lists the public reads, and asks for the Websites it may be used on, one full address per line.
4. Tick its Scopes, grouped Read, Write and Access, each with a line saying what it opens. The public reads are ticked to start with. The scopes that hand out personal data or free tickets (read:ambassador-members, write:checkout:free) are the crew owner's to grant: for anyone else they are locked, with Only the crew owner can grant this scope.
5. If you tick an ambassador scope, fill in Storefront addresses, one per line. A key with one of those scopes and no address can never sign a member back in, and the panel says so. Addresses the server would refuse are flagged before you save.
6. Pick an Expiry: Never expires, 30 days, 90 days or 365 days.
7. Click Create key.

The key then appears once, in its own dialog, with a copy button. The dialog cannot be dismissed by clicking outside it or pressing Escape: copy the key, store it, and click I have saved the key. It is never shown again.

Suspend, edit, revoke

Suspend is the kill switch for a key you suspect: it asks first, and from then on every request made with the key answers 403 key_suspended. Nothing is deleted, and Resume brings the key back as it was.

Edit scopes reopens the same list for an existing key, addresses included, and the change applies to that key at once.

Revoke asks first, says that every request made with the key answers 401 from then on, and Revoke key confirms. There is no undo: create the replacement before revoking a key a site depends on. When the key was rotated through the API, the confirmation offers Also revoke the keys that replaced it: tick it when the key leaked, since whoever held it could have rotated it and kept the new one.

Activity

Activity opens a panel on one key. Right now shows the work spent this minute and today, the requests this minute and the data sent today, each against its limit. Work is what uncached requests spend: repeats and 304 answers cost nothing. When the key has been limited to cached answers after an unusual pattern of requests, the panel says so. Last calls lists its calls of the last seven days: time, request, status, whether the cache answered, the calling address and the duration.

Booking requests

Booking requests shows each submission as a card with the artists, the event date, the venue, the fee offered, the organisation and the contact. Anything the sender left out reads Not given. From seven requests on, a search and the pills All, New, Reviewed and Archived appear above the list.

Webhooks

Webhooks lists the addresses Sway calls when something happens to the crew's pages: an order paid or refunded, an event published or changed, a booking request, an ambassador sale, a form answer, a payout. Each webhook shows its address, its description, the events it listens to and its state: Active, Failing (with the time the failures started), Paused or Turned off (after three days of failed calls, with the way back). A webhook that sends personal data carries a Personal data badge; one whose secret was just changed says until when the previous secret still works. A crew can have ten.

Each webhook has Deliveries, Send a test event (while it is on), Pause (or Turn on), Edit, New signing secret and Delete.

To add one:

1. Click Add webhook. A panel slides in from the right.
2. Enter the Endpoint URL: a public https address on your server. The panel flags anything else before you save.
3. Add a Description if you like, and tick the Events, each with a line saying when it is sent; the ones that can name a person say so.
4. Leave Include personal data off unless the server needs names and email addresses. Only the crew owner can turn it on; anyone who manages the API can turn it off.
5. Click Add webhook.

The signing secret then appears once, in its own dialog, like a new key: copy it into your server's configuration and click I have saved the secret. New signing secret does the same for an existing webhook, after a confirmation, and the previous secret keeps signing for 24 hours so the server can switch without missing a call.

Deliveries opens the webhook's latest calls: the time, the event, the state (Waiting, Sending, Delivered, Failed, Not sent, with the next try for a call that will be retried), the number of tries and the answer, in words for the failures you can fix (No answer within 10 seconds, Address not found, Certificate problem...). Send again sends a finished call once more. Delete asks first and removes the webhook with its secret and its history.

How your server receives and checks the calls is documented in Webhooks; the keys, their scopes and everything you can call with them in the API section.

Where the rest lives