Organizer guide: Creating and managing employee custom roles and permissions

Organizer guide: Creating and managing roles and permissions

Organizers can manage what their team members have access to in Showpass by creating and customizing roles. This guide explains how to view role permissions, create new roles, and assign access to specific features.

Viewing default permissions

To see what each existing role can access:

1. Go to the Employees section from the dashboard pop-out menu.
2. Click Manage Permissions in the top-right corner.

This opens a feature-by-feature view of access levels for each role.

In the new Dashboard, you will find the same view under Organization > Team > Permissions. Select the checkmark or X beside a permission to toggle it for a role, or use the search bar to find a permission quickly.

Creating a custom role

1. Click Manage Roles in the top-right corner.
2. Enter a name for your new role and click Add.

Customizing role permissions

1. In the roles list, find your custom role and click the key icon next to it.
2. This opens the Permissions Manager.
3. Select the features this role should have access to by checking the appropriate boxes.
4. Changes are saved automatically.

Note: You can adjust permissions for any role, including default roles such as Owners and Ticket Sellers.

Refund permissions

Each refund type has its own permission under Finance & reporting, so your box office team can handle everyday refunds while refunds that include fees stay with the people you choose. The permissions keep the original refund names. On the Transactions page, the same options appear under the names in brackets.

• Partial Refund (Custom amount): refund a custom amount or specific quantities.
• Full Refund (Base refund): returns face value, tax and handling fees, without organizer or Showpass service fees.
• Full Refund + Org. Fees + Commissions (Full refund excluding Showpass fees): also returns organizer fees and commissions.
• Full Refund + Org. Fees + Commissions + Showpass Fees (Fees Invoiced) (Full refund, Showpass fees invoiced): also returns Showpass service fees, which are charged back to your organization.

For how each refund works, see Refunds and voids.

Available permissions reference

Here is a list of features that can be assigned to custom roles:

• Access Developer Features: Access developer tools like webhooks
• Approve/Deny Workflows: Approve or deny requests in an approval workflow
• Administer Cash Refunds: Refund cash transactions
• Administer Transactions: Refund, void, resend confirmation emails
• Box Office Sales: Sell tickets and products
• Cash Box Office Sales: Handle cash transactions
• Complimentary Box Office Sales: Sell complimentary tickets
• Credit Card Box Office Sales: Sell via credit card
• Full Admin Refund: Issue full admin refunds, the highest-privilege refund type
• Full Refund: Issue a Base refund
• Full Refund + Org. Fees + Commissions: Issue a Full refund excluding Showpass fees
• Full Refund + Org. Fees + Commissions + Showpass Fees (Fees Invoiced): Issue a Full refund (Showpass fees invoiced)
• Group Sale Distributor: Distribute group sale tickets
• Group Sale Manager: Manage group sales
• Manage All Holds: Manage all box office holds
• Manage Capacity Counters: Full access to capacity counter features
• Manage Check-in: Manage check-in presets
• Manage Employees: Manage employee permissions
• Manage Events: Manage and create events (excluding fees/taxes)
• Manage Financials: Update banking information
• Manage Guestlists: Full access to guestlist features
• Manage Holds: Manage holds created by the user
• Manage Integrations: Validate available integrations
• Manage Marketplace: Create Marketplace items and view transactions
• Manage Memberships: Manage memberships and benefits
• Manage Network: Access network tools and send messages
• Manage Organization Information: Edit the organization's profile
• Manage Reports: Create, send, and download reports
• Manage Reservations: Access guestlist reservation tools
• Manage Transactions: View transactions, set custom fees/taxes
• Manage Venue Layouts: Build assigned seating layouts
• Manage Workflows: Create and manage approval workflows
• Partial Refund: Issue a refund for a custom amount
• Use Box Office Other: Sell using alternate payment types
• Use Capacity Counters: Use counters without managing them
• View Capacity Counter Info: View counter stats only
• View Event Details: View event stats and details
• Void Items: Void items in a transaction
• Void Paid Items: Void items that were paid for

Looking to add employees or assign roles? See our guide on adding and managing employees using default roles.

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