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Agency: Add Users to Prism
Agency: Add Users to Prism

How to add users and manage permissions for Agencies.

Rosie Scanga avatar
Written by Rosie Scanga
Updated today

This article is specific to Prism Agency.

Introduction

Users can be added to Prism as Admins with access to everything including settings, reporting, and all events OR their permissions can be restricted via Roles. Roles can be assigned to a user at an organization-wide, artist-specific, venue-specific, or event-specific basis. Roles will dictate what users can see and edit within Prism.

Note: Any agent that will receive commission on an artist's events will need to be added as a user before they can be assigned to an artist.

Add Users to Prism

Users can be added to your account via the Settings:

  1. Navigate to Settings by clicking the icon with your initials in the bottom left corner of Prism.

  2. Select the "Permissions" tab

  3. Select "Team" from the dropdown

  4. Click the "Add User" button

  5. Complete the required fields (First & Last Name, E-mail Address, and Job)

  6. In the Permissions section, determine which level of access to grant the user. Admins have access to all settings, artists, and venues in Prism. If you would like to restrict permissions for a user, uncheck the "Admin Privileges" checkbox to assign a specific Role at a Global, Venue, or Artist level. Continue to the next section to learn more about creating and assigning Roles.

  7. Select Save User. The user will receive an email from team@prismemail.com with the subject line "Welcome to Prism.FM" to the email listed asking them to set up their password. The user may need to check their spam folder if they did not receive the email.

Managing Access in Prism with Roles

You can edit the default Roles in your account or create new Roles depending on your user's needs.

  1. Navigate to the roles page

  2. Click on the pencil icon for the role you wish you edit or click the "Add New Role" button to create a new Role.

  3. Toggle on/off the appropriate permissions for this role.

  4. Click save in the top right to save your changes.

  5. You can now assign these roles to a user across your entire organization or on a per-venue or per-artist basis.

Assign Global, Artist, or Venue Access to a User

Assigning a Global Role will give the user the listed permissions in their Role across all venues, artists, and events in your organization. This might be appropriate for someone that should have view only access to all events in your account. We recommend to give all users Global access to the "Global Artist Roster" role that has only the "View Artist Roster" toggle on so that they can access the Artist Roster from the left hand menu.

Assigning an Artist Role will give the user the listed permissions in their Role for only the particular artist(s) you've assigned them to. This would be appropriate for artist managers, see screenshot below as an example. When this user logs in, they will only be able to see SZA's events.

Assigning a Venue Role will give the user the listed permissions in their Role for only the particular venue(s) you've assigned them to. This would be appropriate for someone that works with a specific venue.

Notes on Permissions (Headliner / Support nuances)

  • If the "View Talent Financials" permission is granted at an artist level, the user will see financials for all artists on the show if their artist is headlining. If their artist is listed as support on a show, they will not be able to see the headliner payout.

    • In the example below, the user only has access to view financials for their artist, Stop the Presses, so the headliner financials are hidden. On a show that Stop the Presses headlines, they’ll be able to see financials for all artists.

  • If you don’t want a user to see the Internal Settlement and Budget Summary, be sure to switch off the respective toggles in the role assigned to them (“View Internal Settlement” and “View Budget Summary”).

  • If a user doesn't have access to the headliner deal on an event, they will also only have access to only simple documents (e.g. simple version of the contract)

  • If a user doesn't have “Edit Event Talent” permissions for a particular artist at the artist level, they will see a warning on the dropdown at event creation and in the deal builder if they try to add an artist they do not have permission to. The artist itself will not be clickable in this case. The user will still be able to add artists who are not on the roster to a show.

Assigning Event level Permissions

You may assign a user access to particular event that they need access to without assigning them to the entire organization, artist, or venue.
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1. Navigate to the event that the user should have access to
2. Click on the three dot menu in the top right corner of the event and select "Permissions"
3. Click the Add User button, select a user from the dropdown and pick the particular "Role" or level of access that they should have to the event then click the check mark.

Checking User Permissions

As an Admin, you have the ability to "Log in as" any of the users in your account and preview their account as that user. This function is helpful for double checking that the Role you assigned them has all of the access the user will need and for troubleshooting issues your users may report.

Troubleshooting

If a user has not received an email prompting them to create a password and they have checked their spam, they should go to app.prism.fm. They can click "Forgot/Reset Password" below the Login button and enter in the email address used for their account. When they enter their email address and click "Send reset password link" Prism will send a new link to reset their password to their email.

Check out this article for information on resetting passwords and changing a user's login email.

If you have any questions, contact support@prism.fm!


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