> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cortado.pro/llms.txt
> Use this file to discover all available pages before exploring further.
# Staff
> Invite team members, assign roles, and schedule staff on events
## 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**.
Go to Settings, then Team & Roles. The Team Members section lists everyone currently in your organization.
Opens a side panel to enter the new member's details.
* First name and last name
* Email address (required)
* Title (optional — e.g., "Event Manager", "Barista")
Check one or more roles in the Roles section. Every team member needs at least one role.
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:
| Preset | What it grants |
| --------------- | ------------------------------------------------------------------------------ |
| **Manager** | Everything except Team, Settings, and Billing |
| **Event Staff** | Manage events and bookings, plus view leads, contacts, quotes, and the catalog |
| **Bookkeeper** | Manage invoices and payments, plus view reporting, contacts, and the catalog |
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).
| Area | View | Manage |
| ------------------ | ------------------------------------------------ | -------------------------------------------------------- |
| **Contacts** | See contacts and companies | Create, edit, and delete them |
| **Leads** | See inquiries and lead activity | Edit inquiries, generate portal links, manage activities |
| **Events** | See events, bookings, and schedules | Create and edit events, bookings, and schedules |
| **Quotes** | See quotes and templates | Create, edit, and send quotes |
| **Invoices** | See invoices and schedules | Create, edit, send, and remind |
| **Payments** | See payments, refunds, and disputes | Record payments, refund, void, mark paid |
| **Catalog** | See items, tax rates, discounts, and event types | Create and edit them |
| **Communications** | See email threads | Send email and manage templates |
| **Automations** | See workflows | Create, edit, and retry workflows |
| **Reporting** | See reports and revenue widgets | — |
| **Team** | — | Invite members and manage roles |
| **Settings** | — | Edit org profile, integrations, and domains |
| **Billing** | — | Manage the Cortado subscription |
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
Go to the event detail page from the Events list, calendar, or a lead.
The Scheduling card appears on the event page and lists anyone already scheduled.
Opens a panel to schedule a team member.
* **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
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.
See all organization settings including Team & Roles.
Learn how events work in Cortado.
Gibby can only take actions the teammate's role already allows.