User Roles & Permissions

← Common — Administration & User Settings

Purpose

One place to see how User Roles work across VirtualCallboard and StageStock — what a role is, where you assign it, and what each standard role can actually do.

The Short Version

A User Role is what you assign to a person. It is a bundle of individual permissions.
Every role applies to one of five areas, and can only contain permissions from that area.
You assign VirtualCallboard and StageStock roles per production or per category. You assign Administrative roles once, for the whole site.
Most people need one of each: a role for the show they are on, and possibly an Administrative role for what they do to the site.

Two Kinds of User Role

Roles for the work. What someone does inside a production or an inventory category — posting calls, taking attendance, checking stock in and out. You assign these per production and per category, so one person can be a Manager on one show and a Viewer on the next.

Roles for the site. What someone does to the site itself — creating user accounts, starting productions, changing settings, handling billing. These are the Administrative roles, and you assign them once.

Both kinds have a role called Manager, and they mean different things. A production Manager runs a show. They cannot create a user account, because creating an account is not something that happens inside a production.

The Five Areas

Every User Role applies to exactly one area. That setting decides which permissions the role can hold and how you assign it. It is fixed when the role is created and cannot be changed afterwards — if you pick the wrong one, make a new role rather than trying to convert it.

Applies To	Assigned	Covers
VirtualCallboard	Per production	Schedule, announcements, discussions, notes, reports, files, contact sheets
StageStock	Per category	Items, check in / check out, reservations, tags, conditions, item history
Administrative — Common	Site-wide	User accounts, site settings, billing, spaces, outside contacts
Administrative — VirtualCallboard	Site-wide	Creating productions, stage names and bios
Administrative — StageStock	Site-wide	Creating categories, storage positions, site-wide reservations

The Standard Roles

VirtualCallboard and StageStock each ship with four levels. The Administrative areas ship with two.

Level	Role	In short
L1	Viewer	Reads the callboard and responds. Changes nothing.
L2	Contributor	Takes part — posts, uploads, and edits their own work.
L3	Manager	Runs the day to day, and manages other people’s work too.
L4	Administrator	Full control of everything in that area.

Worth Knowing

Permissions always travel through a role. There is no way to give one person a single extra permission on their own.
Editing a role changes it for everyone who holds it. If you need a one-off, duplicate the closest standard role and edit the copy.
A permission lives in one area only. If you cannot find a setting you expect, you are probably editing a role in the wrong area.
Where a chart below says (pick one), those options are mutually exclusive. Choosing “All calls” replaces “Own calls” — it does not add to it.
The standard roles are a starting point, not a rule. If your company is organised differently, build a role that matches it.

Why Your Manager Still Cannot Add Users

This one comes up a lot, and the answer is not obvious.

Add User is an Administrative — Common permission. No production or category role can create an account, no matter how senior it is — so a co-director set to Manager on every show will still have no Add User button.

The good news: you do not have to hand over a full Administrator role to fix it. The standard Administrative — Common: Manager role already includes Add User, while leaving out Modify Site Settings, Account Billing, Manage Role Templates, Deactivate / Reactivate Users and Assign Administrative Roles to Users.

You set it here: Administration Tab → Users → open the person → Administrative Roles.

If you need it tighter still, duplicate that role and switch off everything except Add User.

How to Read the Charts

✔ — the role has this permission.
– — it does not.
(pick one) — a set of mutually exclusive options. The chart shows which one is selected.

These are the defaults every site starts with. If someone has customised a role on your site, the role’s own screen is always the accurate answer.

Chart 1: VirtualCallboard (assigned per production)

Permission	Viewer	Contributor	Manager	Administrator
Schedule
View Drafts	–	–	✔	✔
“All Calls” view (pick one)	Hide others’ fittings & conflicts	Hide others’ conflicts	Show everything	Show everything
Attendance entry (pick one)	Cannot enter	Fittings only	All attendance	All attendance
Managing calls (pick one)	Cannot manage	Cannot manage	All calls	All calls
Manage Conflicts for Another User	–	–	✔	✔
Attendance Administration	–	–	✔	✔
Manage Call Types	–	–	✔	✔
View Fittings for All Users	–	✔	✔	✔
Announcements
Announcements (pick one)	View only	Own only	Own only	Anyone's
Discussions
Discussions (pick one)	Own only	Own only	Anyone's	Anyone's
Notes
Notes (pick one)	Send notes	Send notes	Send notes	Send notes
Contact Sheets
Contact sheets (pick one)	Standard	Standard	Incl. private info	Incl. private info
File Share
Manage folders	–	–	✔	✔
Files (pick one)	Own only	Own only	Own only	All files
Upload file	–	✔	✔	✔
Reports
Reports (pick one)	Own only	Own only	Own only	All reports
Manage Report Templates	–	–	✔	✔
Productions & People
Assign Users to Production	–	–	✔	✔
Edit Users	–	–	✔	✔
Manage Groups	–	–	✔	✔

Chart 2: StageStock (assigned per category)

Permission	Viewer	Contributor	Manager	Administrator
Inventory
View Reservations	✔	✔	✔	✔
View Current Check Outs	✔	✔	✔	✔
View Private Notes	–	–	✔	✔
View Items (always on)	✔	✔	✔	✔
View Restricted Items	–	–	–	✔
Add Items	–	–	✔	✔
Edit Items	–	–	✔	✔
Delete Items	–	–	✔	✔
Check In/Check Out Items	–	–	✔	✔
Add Items to the Reservation	–	–	✔	✔
Remove Items from Reservation	–	–	✔	✔
Remove from Stock / Return to Stock	–	–	✔	✔
Manage (add/edit) tag	–	–	✔	✔
Manage conditions	–	–	✔	✔
Export Labels	✔	✔	✔	✔
Manage Item History (Add / Delete)	–	–	✔	✔
View item history and search check out history by user	✔	–	✔	✔
Assign Users to Category	–	–	✔	✔
Manage Field Notes (Add / Make Private / Remove)	–	–	–	✔

Chart 3: Administrative — Common (site-wide)

Permission	Manager	Administrator
Site Administration
Outside contacts (pick one)	All contacts	All contacts
Production access (pick one)	Assigned only	All productions
Edit Any User & Private User Info	–	✔
Add User	✔	✔
Manage Spaces	✔	✔
Deactivate / Reactivate Users	–	✔
Deactivate / Reactivate Production	–	✔
Modify Site Settings	–	✔
Manage Role Templates	–	✔
Account Billing	–	✔
Assign Administrative Roles to Users	–	✔
View Archived Productions	–	✔

Chart 4: Administrative — VirtualCallboard (site-wide)

Permission	Manager	Administrator
Productions & Bios
Allow the user to create a Conflict at the same time as an existing Call. (Overrides site setting)	✔	✔
Add/Edit Productions and Assign Users	–	✔
Stage names & bios (pick one)	View & edit	View & edit

Chart 5: Administrative — StageStock (site-wide)

Permission	Manager	Administrator
Inventory Setup
Cancel Reservation	✔	✔
Delete Reservation	✔	✔
Create/Edit a Reservation	✔	✔
Manage Positions	✔	✔
Add Category	–	✔
Edit Category	–	✔
Delete Category	–	✔
Add/Edit Productions and Assign Users	✔	✔

Quick Reference: Which Permission Do I Need?

To let someone…	Turn on	In a role that applies to
Create a brand-new user account	Add User	Administrative — Common
Add an existing person to their show	Assign Users to Production	VirtualCallboard
Give someone an Administrative role	Assign Administrative Roles to Users	Administrative — Common
Deactivate someone who has left	Deactivate / Reactivate Users	Administrative — Common
Start a new production	Add/Edit Productions and Assign Users	Administrative — VirtualCallboard
Create a new inventory category	Add Category	Administrative — StageStock
Post and edit rehearsal calls	Managing calls → All calls	VirtualCallboard
Take attendance for the company	Attendance entry → All attendance	VirtualCallboard
See emergency contact details	Contact sheets → Incl. private info	VirtualCallboard
Check stock in and out	Check In/Check Out Items	StageStock
See items marked restricted	View Restricted Items	StageStock
Change what a User Role can do	Manage Role Templates	Administrative — Common
Handle the subscription and invoices	Account Billing	Administrative — Common

Create a Custom User Role
Understanding user roles (viewer, editor, manager, administrator)
Add VirtualCallboard Users (One at a time)
Add StageStock Users (One at a time)
To Edit Users, Spaces, and some other global things: the user needs Administrative — Common permissions.