Skip to main content

​
Overview

Staff management in Cortado covers two things:
  1. Team access — who can log in to your organization and what they can do
  2. Event scheduling — which team members are working which events
Both are managed from Settings and from individual event pages.

​
Inviting Team Members

Team members are added from Settings > Team & Roles > Team Members.
1

Open Team Members

Go to Settings, then Team & Roles. The Team Members section lists everyone currently in your organization.
2

Click Add User

Opens a side panel to enter the new member’s details.
3

Fill in their details

  • First name and last name
  • Email address (required)
  • Title (optional — e.g., “Event Manager”, “Barista”)
4

Assign roles

Check one or more roles in the Roles section. Every team member needs at least one role.
5

Click Add User

The person is added to the organization.
You can edit a member’s title and roles later, or remove them from the organization, by clicking their row in the Team Members table.

​
Roles

Cortado uses role-based access to control what team members can do. Configure roles at Settings > Team & Roles > Roles.

​
Built-In Admin Role

Every organization has a built-in Admin role. Admins have full access to all features in the organization.
The Admin role is a system role and cannot be edited or deleted. To restrict a team member’s access, create a custom role and assign it instead of Admin.

​
Custom Roles

You can create custom roles for team members who shouldn’t have full access. Click Create Role, give it a name and description, then set permissions on the matrix. Every custom role needs at least one permission. Assign the role to team members from the Team Members section. When you create a role, you can start from a preset and then edit it: Presets are starting points only — they are not stored roles. Change any cell after you apply one.

​
Permission Levels

Each area of Cortado has a None, View, or Manage level. Manage includes View. A few areas are manage-only (Team, Settings, Billing) or view-only (Reporting). Checking Full access on a role is the same as assigning Admin — it includes Team, Settings, and Billing.

​
When a Page Is Off-Limits

If a teammate opens a page or section their role does not include, Cortado shows a lock state — You don’t have access to [that area] — instead of silently redirecting them. The message tells them to ask an admin to update their role. No record data is shown on a locked page.
Existing roles keep working after you change a teammate’s access. If someone suddenly sees a lock, open Settings > Team & Roles and confirm their assigned role still includes that area.

​
Scheduling Staff on Events

Staff scheduling happens on individual event pages, not in a central staffing module.

​
Assigning Staff to an Event

1

Open the event

Go to the event detail page from the Events list, calendar, or a lead.
2

Find the Scheduling card

The Scheduling card appears on the event page and lists anyone already scheduled.
3

Click the add button

Opens a panel to schedule a team member.
4

Fill in the schedule

  • Staff member — select from your team
  • Date and time — when their shift starts
  • Duration — how long they’re working (adjust in 15-minute increments)
  • Status — their scheduling status
5

Save

The staff member appears in the Scheduling card list on the event.

​
Updating or Removing a Schedule

Click an entry in the Scheduling card to edit its date, time, duration, or status. To remove someone entirely, use the delete option from the same menu.

​
Best Practices

  1. Invite early, schedule later — add team members to your organization as soon as they join so they’re ready to be scheduled when events come in.
  2. Use titles — a clear title like “Lead Barista” or “Event Coordinator” makes it easier to pick the right person when scheduling.
  3. Prefer custom roles over Admin — only give the Admin role to people who genuinely need full access. Create custom roles for everyone else.
  4. Review the Scheduling card before each event — confirm coverage and duration a few days out so any gaps can be filled.
  5. Update status as things change — keep scheduling status current so the rest of the team knows who’s confirmed.
  6. Start from a preset, then trim — Manager, Event Staff, and Bookkeeper cover the common splits; remove Team, Settings, and Billing from anyone who doesn’t need them.

Settings

See all organization settings including Team & Roles.

Events & Calendar

Learn how events work in Cortado.

Gibby

Gibby can only take actions the teammate’s role already allows.