Managing Contact Roles
Roles determine what a person can see and do within your organization. Use the contact's profile to assign or remove roles at the organization, event, and judge level.
Accessing Role Management
- Navigate to People in your organization
- Click on a contact's name to open their profile
- The Roles tab displays by default
Role Categories
The left panel shows available role categories:
| Category | Description |
|---|---|
| Organization | Permissions for organization-wide features (Settings, Setup, Groups, etc.) |
| Email Notifications | Controls which organization emails this person receives |
| Event | Per-event permissions with a badge showing how many events have access |
| Judging | Which group types this person can judge |
| Groups | View-only list showing groups this person is affiliated with (shows count) |
Assigning Organization Roles
- Click Organization in the role categories
- Toggle each role on (Has Access) or off (No Access)
- Click Save when finished
Available Organization Roles
| Role | Description |
|---|---|
| Organization Admin | Full access to all organization features |
| Contact Management | Can manage people and their permissions |
| Group Management | Can view and manage groups |
| Event Management | Can create and manage events |
| Head Tabulator | Oversees tabulation across events |
| Commentary Management | Can manage commentary features |
| Performance Review | Access to review performances |
| Video Management | Can manage video content |
| Announcer | Access to announcer features |
| Messaging | Access to messaging features |
| Send Mailbox Message | Can send messages via the mailbox |
| Score Preview | Can preview scores before release |
| Invoices | Access to invoicing and billing |
| Resources | Can manage organization resources |
| Voting Management | Can create and manage votes |
Assigning Event Roles
- Click Event in the role categories
- Each event displays with a toggle for basic event access
- Toggle on Has Access for events the person should access
- Click Customize to set granular event permissions
- Click Save when finished
Customizing Event Access
When you click Customize for an event, additional permission toggles appear:
| Permission | Description |
|---|---|
| Event Setup | Can configure event settings |
| Performance Review | Access to review performances for this event |
| Score Management | Can manage scores and tabulation |
| Commentary Management | Can manage commentary for this event |
| Video Management | Can manage video content for this event |
| Announcer | Access to announcer features for this event |
| Judge App Status | Can view judge app status and connectivity |
| Messaging | Can send messages related to this event |
| Score Preview | Can preview scores before release |
| Score Release | Can release scores for this event |
Enabling the main access toggle grants all permissions for this event. Use Customize to grant only specific permissions.
Assigning Judging Roles
- Click Judging in the role categories
- A list of group types from your organization is displayed
- Toggle on Has Access for each group type the person can judge
- Click Save when finished
Once assigned as a judge for a group type, this person can be assigned to judge panels for competitions featuring that group type.
Managing Email Notifications
- Click Email Notifications in the role categories
- Toggle on/off notification types this person should receive
- Click Save when finished
Available Email Notifications
| Notification | Description |
|---|---|
| Registration Payment Emails | Receive notifications when registration payments are made |
| Score Release Emails | Receive notifications when scores are released |
Viewing Group Affiliations
- Click Groups in the role categories
- View the list of groups this person is associated with
This section displays which groups the contact is affiliated with. The list is read-only from this view. To manage someone's group membership:
- Go to Groups in your organization
- Select the group
- Manage members from the group's staff list
Role Management Restrictions
You Cannot Manage Yourself
When viewing your own profile, most role options are disabled. You cannot:
- Remove your own access
- Demote yourself from Organization Admin
- Change your own permissions
Another Organization Admin must modify your access if changes are needed.
Non-Admins Have Limited Management
If you're not an Organization Admin but have the User Management role:
- You cannot grant or revoke the Organization Admin role
- You cannot manage users who are Organization Admins
- Limited roles will show as disabled
A warning banner appears at the top of the Roles tab explaining any restrictions.
Tips
- Grant the minimum permissions needed for each person's responsibilities
- Use Full Event Access sparingly - it grants comprehensive event control
- Review permissions periodically to remove access for people who've changed roles
- Organization Admin overrides most other permissions - use it only for top-level administrators