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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.

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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.

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Roles

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

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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.

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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, and save. Assign the role to team members from the Team Members section.

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Scheduling Staff on Events

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

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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.

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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.

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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.

Settings

See all organization settings including Team & Roles.

Events & Calendar

Learn how events work in Cortado.