The Roles and permissions page lets admins invite team members, assign roles, edit existing permissions, and remove users — all from a single, self-service interface.
To access: Navigate to Settings > Roles and permissions in your organization dashboard.
Understanding Roles
Every user on your dashboard is assigned a role that determines what they can see and do. There are five roles available:
Users with financial access can see the following reports:
Payouts Summary
Ticket sales by event, day or month
Transaction Breakdown
Line Item Breakdown
VAT Invoices
Role Details
Admin
Full access to the organization dashboard. Admins can view and change everything, including financial data. Only admins can invite new users, edit roles, and remove users from the dashboard.
Note 📔 - Admin users cannot be added through the self-service invite flow. To add a new admin, contact your Technical Account Manager.
Editor
Can view and make changes to events, bookings, participants, and other organization data. Can view financial and payment data. Cannot invite, edit, or remove other users.
Editor (No Financials)
Same capabilities as Editor, but financial and payment data is hidden.
Viewer
Read-only access to the dashboard. Can view events, bookings, participants, and financial data, but cannot make any changes. Can export data.
Viewer (No Financials)
Same as Viewer, but financial and payment data is hidden. Can export non-financial data.
Note 📔 - Financial data includes these specific reports: Payouts Summary, Ticket sales by event / day / month, Transaction Breakdown, Line Item Breakdown, VAT Invoices.
Organization-Wide vs Event-Level Permissions
When assigning a role (other than Admin), you can choose the scope of that role:
All Events (Organization-Wide)
The user has their assigned role across the entire organization — all current and future events.
Specific Events or Occurrences
The user’s role is limited to only the events or occurrences you select. This is useful when you want to grant access to a specific event without exposing the rest of your organization’s data.
For example, you could assign someone as an Editor for only “Spring Marathon 2026” while keeping all other events hidden from them.
Note 📔 - The Admin role always applies organization-wide. It cannot be scoped to specific events.
Viewing the User List
The Roles and permissions page displays a list of all users who currently have access to your organization’s dashboard. For each user, you can see:
Display name
Email address
Login type — how they authenticate (Google, Email, or Facebook)
Role — their current primary role
The total number of users with access is shown above the list. If there are more than 15 users, the list is paginated.
Note 📔 - Non-admin users can see the full user list but cannot invite, edit, or remove anyone.
How To: Invite a New User
Only admins can invite new users. Follow these steps:
Step 1 — Click Invite
Click the Invite button in the top-right corner of the Roles and permissions page.
Step 2 — Select a Role
Choose the role you want to assign to the new user. The available options are:
Viewer
Viewer (No Financials)
Editor
Editor (No Financials)
Note 📔 - The Admin role is not available in the invite flow. To add a new admin, contact your Technical Account Manager.
Click Next to continue
Step 3 — Choose Event Access
Select whether this person should have access to all events or only specific events and occurrences.
All: Toggle the “Select all” option to grant access across the entire organization\
Specific: Use the checkboxes to select individual events and, optionally, specific occurrences within those events.
Click Next to continue.
Step 4 — Enter Email
Enter the email address of the person you want to invite. This should be the email they will use to log into the dashboard.
Click Invite to generate the invitation link.
Step 5 — Share the Claim Link
A unique, one-time-use claim link is generated. Copy this link and send it to the person you are inviting (e.g., via email or message).
When the invitee clicks the link, they will be prompted to log in (or create an account) and will automatically receive the role you assigned.
Note 📔 - Each claim link can only be used once. If the link has already been used or you need to re-invite someone, you will need to create a new invitation.
How To: Edit a User’s Role
Only admins can edit roles. To change an existing user’s role:
Find the user in the list on the Roles and permissions page.
Click the three-dot menu (more options) on the right side of their row.
Select Edit.
In the modal that appears, choose the new role.
Choose the event scope (all events or specific events/occurrences).
Click Save.
The user’s permissions are updated immediately. They may need to refresh their browser to see the changes.
How To: Remove a User
Only admins can remove users. To revoke someone’s access:
Find the user in the list on the Roles and permissions page.
Click the three-dot menu (more options) on the right side of their row.
Select Remove.
A confirmation dialog will appear warning that all permissions will be removed from this user and they will lose access to the dashboard.
Click Remove to confirm.
Note 📔 - This action cannot be undone. If you remove a user by mistake, you will need to re-invite them. Removing a user from the dashboard does not affect their personal participant account on Let’s Do This. They simply lose access to the organization’s dashboard.
FAQs
Can I create custom roles?
Access levels can be changed at any time. Simply contact your Technical Account Manager who’ll be able to give you exact timings of when your new permissions will be live.
Can I assign multiple roles to one user?
A user has one base role. However, when scoped to specific events, a user may have the same role across multiple events/occurrences.
What happens when I change someone’s role?
The change takes effect immediately. The user may need to refresh their browser page to see updated permissions.
What login methods are supported?
Users can log in via Google, Email, or Facebook.
Can a non-admin user invite other users?
No. Only users with the Admin role can invite, edit roles, or remove users.
How do I add a new admin user?
Admin users cannot be added through the dashboard. Contact your Technical Account Manager to request admin access for a new user.
What if an invited user already has an account?
They can use the claim link to log in with their existing account and the new role will be applied automatically.
What if the claim link has expired or been used?
You will need to create a new invitation by going through the invite flow again.
How do I see my own role?
Your role is visible in the user list on the Roles and permissions page. Find your own name and check the role column.
If you have any further questions, please contact your Technical Account Manager