Crew Management
Crew Roles
GatherHub provides predefined crew roles to quickly assign appropriate access levels to your team members.
Available Roles
GatherHub ships six system roles. You can also create your own in Crew → Roles (Create Custom Role). For page-by-page detail, see the Crew Access Matrix.
| Role | What they do | Use for |
|---|---|---|
| Organizer | Everything an event manager does: settings, tickets, orders, earnings, reports, participants, certificates, engagement tools, blasts, crew. Cannot delete the event or request payouts | Co-organisers, event managers |
| Coordinator | Participants, check-in, reports, orders (view), edit event details, crew list | Registration desk leads, team leads |
| Floor Manager | Check-in, sessions, activities, kit, polls, Q&A, surveys, social wall, reports, crew list | On-site run-of-show |
| Staff | Check-in and issuing certificates | Registration and certificate desk |
| Volunteer | Check-in only | Gate scanners, helpers |
| Speaker | Crew list only; shown on the event page if you tick Show on public event page | Presenters, trainers |
Role Comparison
| Can… | Organizer | Coordinator | Floor Manager | Staff | Volunteer | Speaker |
|---|---|---|---|---|---|---|
| View event details | ✅ | ✅ | ✅ | ✅ | ✅ | ✅ |
| Edit event details form | ✅ | ✅ | — | — | — | — |
| Change settings, tickets, discounts, refunds | ✅ | — | — | — | — | — |
| View reports | ✅ | ✅ | ✅ | — | — | — |
| View orders | ✅ | ✅ | — | — | — | — |
| View earnings | ✅ | — | — | — | — | — |
| Manage participants | ✅ | ✅ | — | — | — | — |
| Check in attendees | ✅ | ✅ | ✅ | ✅ | ✅ | — |
| Sessions, activities, kit | ✅ | — | ✅ | — | — | — |
| Polls, Q&A, surveys, social wall | ✅ | — | ✅ | — | — | — |
| Issue certificates | ✅ | — | — | ✅ | — | — |
| Speakers, sponsors, exhibitors | ✅ | — | — | — | — | — |
| Send blast email | ✅ | — | — | — | — | — |
| View crew list | ✅ | ✅ | ✅ | — | — | ✅ |
| Manage crew & roles | ✅ | — | — | — | — | — |
| Delete event, payouts | — | — | — | — | — | — |
Choosing the Right Role
| Person | Recommended Role |
|---|---|
| Co-organizer | Organizer |
| Registration desk lead | Coordinator |
| Stage / floor lead on the day | Floor Manager |
| Registration or certificate desk helper | Staff |
| Event day volunteer at the gate | Volunteer |
| Workshop presenter | Speaker |
Custom Permissions
Two ways to go beyond the system roles:
- Custom role: in Crew → Roles, click Create Custom Role, name it and tick its permissions. You can reuse it for anyone on this event.
- Custom permissions for one person: in Crew, edit the member and tick Use custom permissions (override role defaults).
Custom permissions replace the role
When custom permissions are on, the person gets only the permissions you tick, not the role's list plus extras. To "add one permission", tick the role's existing permissions as well.
Multiple Roles
One Person, Multiple Events
A person can have different roles in different events:
| Event | Role |
|---|---|
| Workshop A | Organizer |
| Conference B | Speaker |
| Training C | Staff |
Same Event, Single Role
Each person has one role per event. Choose the highest level needed.
Role Descriptions
Communicating Roles
When inviting crew, explain:
- What they'll be doing
- What access they'll have
- What's expected of them
- Who to contact for help
Example Message
You're invited as Staff for Tech Conference 2024.
Your role includes:
- Checking in participants
- Answering basic questions
- Directing attendees
Please arrive at 8 AM for briefing.
Best Practices
Principle of Least Privilege
- Give minimum access needed
- Start with lower roles
- Add permissions as needed
- Review regularly
Role Documentation
- Document who has what role
- Record why they have it
- Update when changed
- Review before events
Training by Role
- Create role-specific guides
- Brief on available features
- Practice using tools
- Provide support contact