Team and Permissions

Every page on Sway has one owner and any number of teammates, and each teammate carries a list of individual permissions rather than a single rank. This screen is where that list is written, changed and taken back.

Where the screen lives

The screen is the same on four page types, with the same heading and the same side panel. Only the tick boxes it offers differ, because a venue has no ticketing and an artist has no line-up.

Open the screen

1. Open Manage, then click the page you want.
2. Click Permissions in the left sidebar, under the Access heading.

The heading reads Permission Management, with an Add User button on the right.

Read the table

Three tiles share one card above the list. Members counts the people added on this screen against your plan's ceiling, with a bar that turns to warning only once it is full, and reads Crew members don't use a seat. underneath. Tier names the plan; click it to open the plan's own screen, which on an event is the promoter's Subscription, since an event inherits its plan. The third tile reads Direct, or the name of the crew that manages the page, and then it links to that crew.

From seven members on, a search field appears above the list, filtering on Search by name or email..., and the pills touching it filter on the role: All levels, then one pill per role present on the page. The number of matching members sits at the far right. A shorter team is shown whole, with no search. A search that matches nobody answers No member matches, with a Clear that resets the search and the role pill together.

On a computer the list has four columns, User, Role, Features and Actions, and the last one is only drawn for people who can actually change something. On a phone each member is a block instead: the name and the email, then the role and the number of features. You marks your own row, and a small Crew tag follows the role of anyone whose access arrives through a crew.

The Role pill is worked out on the spot, not stored. Sway compares the member's exact feature list against its built-in roles and prints Admin, Manager, Editor or Viewer only when the two match to the letter. The page owner always reads Owner. Anything else reads Custom, and the Features column gives the number of features held. In practice most members read Custom, including people you added straight from a role template, because the templates offered in the panel and the roles the pill compares against are not the same lists. Read the number, and open the row if you need the detail; the word is decoration.

If the team cannot be loaded, the screen says Could not load the team with a Try again button, rather than showing a team with nobody in it.

Add someone to the team

1. Click Add User. A panel opens on the right, under Search for a user and configure their feature access. Drag its left edge to widen it; the width is remembered.
2. Under Select user, type into Search by username or email.... Until you have typed two characters the panel reads Type at least two characters., and a search that finds nobody answers No user found.
3. Click the person in the list. Only the first eight matches are shown, with Showing first 8 results. underneath when there are more; narrow the search rather than scrolling. The search then folds into the person you picked, with Change to pick someone else.
4. Pick a Role template. Each card names the template and how many permissions it carries, narrowest first, and the panel opens on Viewer Template.
5. Adjust the permissions if you want something else. They are grouped by area, each group folded to one line that counts how many of its permissions are on: click a group to open it, or use Select all and Clear at the end of its line. Any change turns the selected card into Custom role, and keeps what the template had already set rather than starting from nothing.
6. Click Add Member. While it cannot be pressed, the line beside it says what is missing: Pick the person to add first. or Tick at least one permission. A Member added successfully. confirmation appears and the row joins the list.

There is nothing to accept. The person is not sent an invitation: their access starts the moment the panel closes, and the page appears in their own Manage list on their next visit.

What the tick boxes cover

Permissions are grouped by area, and each group holds a plainly named pair or trio such as View orders, Manage orders and Export orders.

A counter beside the boxes tracks the total as selected, so you can see at a glance how far a template reaches.

Pro messaging holds a single box, Answer pro messages: whoever has it reads the page's conversations with other pages in Messages and answers them in its name. The owner holds it, and so do Admin Template and Manager Template. An event has no such group: its conversations are held by its promoter or its venue.

Change what someone can do

1. Click the pencil icon on their row. Edit Features opens on the right, under Update feature access for and their name, with the card of the template their permissions match selected, or Custom role when they match none.
2. Choose a different Role template, or tick and untick individual permissions.
3. Click Save. The confirmation reads Member features updated.

Saving rewrites the whole list. What is ticked when you press Save is what the member has afterwards; unticking a box takes that permission away immediately, with no further confirmation.

The three permissions above are the exception, and the exception is worth remembering. Because they are not drawn on screen, editing a member neither adds nor removes them: someone who received them with a broad template keeps them through every later edit. The only way to strip them is to pick a template that does not carry them, which rewrites the list from the template's own contents.

Remove someone

1. Click the bin icon on their row.
2. The Remove Permission confirmation names the person: loses access to this page immediately. You can add them again later. On an event it says this event.
3. Click Remove Permission. The confirmation reads Member removed.

Rows you cannot act on

Three kinds of row show a sentence where the buttons would be, and on a phone the same sentence sits under the row:

• The page owner, marked Owner (protected). Ownership is not transferred from this screen.
• Your own row, marked You cannot edit your own permissions. You cannot lock yourself out, and you cannot promote yourself either.
• Anyone whose access comes from a crew, marked Crew-managed page. Change it in the crew, not here.

A member who has both a direct list and crew coverage carries a blue + Crew badge beside the number of features. Hovering it, tapping it or reaching it with the keyboard opens Permission merge, which breaks the total into Direct:, Via crew ({name}): and Effective (merged):, notes how many were added from crew or overridden by direct, and states the rule underneath: Direct permissions take priority per domain; crew fills in uncovered domains.

Crews, shared access and co-organizers

Artist, venue and promoter pages carry more than the member list. The event screen carries none of it: when the event belongs to a crew, the third tile names the crew instead.

Requests waiting for an answer sit at the top, between the header and the tiles, in one card however many there are. A crew invitation is headed Crew invitation and reads wants to add this page to their crew; an access request is headed Access request and lists what They are asking for. Each request says who sent it, what accepting does in a single block, and when it expires, with Decline and Accept side by side and of equal weight. Read the block before accepting a crew invitation: the page leaves any paid plan it holds and inherits the crew's, and the crew's members may gain rights to edit or delete it. An access request bills nothing and can be withdrawn at any time.

Crews you granted access to are listed after the members, under Crews with access, described as crews that do not own this page and are not billed for it, with a count against the five a page may share with. Each row shows Access granted on {date} and pills naming exactly what the crew can do. The pencil, Edit permissions, opens a side panel with the same switches, under a note reading The crew keeps its own plan; you can revoke at any time. Withdrawing takes one click on the second icon, Revoke, which ends the access straight away after a Revoke access confirmation. With nobody on the list, it reads No crew has access to this page. and says where a request would appear.

The cap is not a matter of what you happened to tick. A share is checked against a fixed list when it is written, and checked again every time the crew's access is worked out, so it can never reach your settings, your billing or your member list, whatever roles the crew has given its own people.

On a promoter page only, two more things handle events run with someone else. A request to co-organize arrives at the top as well, headed Event invitation, with Accept and Decline. The events the promoter already runs with another organizer are listed under Co-organized events, and Stop co-organizing on a row pulls the promoter back out of that event, which removes it as a public co-organizer and drops its admins' access to the event on the spot. Accepting or leaving never changes who receives ticket money; that lives on the payout account, described in Connect Payouts.

A page that belongs to a crew ends the screen with a Leave this crew panel, shown to the page's own admins. It lists what leaving takes before the button does: the crew's members lose the access the crew gave them, and the page goes back to its own plan. The Leave crew confirmation is blunt about the part people miss: the page's own paid subscription was cancelled when it joined and leaving does not bring it back, so you would have to subscribe again.

How many members you can have

The Members tile counts the people added on this screen against a ceiling that comes from the page's plan. Members whose access arrives through a crew are in the list but take no seat, which is what the tile's own line says. Once the ceiling is reached, the bar turns to warning, Add User greys out, and both read Member limit reached. Upgrade your plan to add more members. The Tier tile beside it opens the plan.

Who can open this screen

Two permissions govern the screen itself, one to read it and one to change it. With the reading one, the list is fully visible but the Actions column is not drawn at all, and Add User stays greyed: hovering it names the permission you would need. With neither, but with any other permission on the page, the list is still readable, since the screen only refuses people who hold nothing at all. Those land on Access Denied and You don't have permission to access this page.

Page owners hold both, which is why a brand-new page always has someone who can build its team.

Crews work differently

A crew is a team that manages several pages at once, and it does not use this screen. It has Members, where each person is given one crew Role, and Roles, where those roles are defined once and reused. Editing a role changes what every member holding it can do, everywhere, immediately.

The two models meet on the page: a crew's coverage shows up here as rows marked Crew-managed page, and where the crew was granted access rather than ownership, as a row under Crews with access.

Where the rest of this lives