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Managing Users and Permissions

Invite team members, assign roles, and control what each person can see and do in Encore Pro

Who Can Manage Users?

User management is available to any Encore Pro account user whose role includes the Edit System Settings permission. If you can't see the Settings option in the sidebar, contact someone at your organization who has that access.

Accessing User Management

In the left sidebar, scroll to the bottom and click Settings. Under Settings, select User Management. This page displays a table of all users currently on your account, including their email address, role, and access configuration.

Inviting a New User

  1. On the User Management page, click Invite User in the top-right corner.
  2. Enter the new user's email address.
  3. Set their permissions (see below).
  4. Click Send Invite.

The user will receive an email invitation to activate their account. Ask them to check their spam folder if it doesn't arrive within a few minutes. If they still can't find it, contact support@encorepro.com.

User Permissions

When inviting a user or editing an existing one, you configure three areas of access:

1. Platform Role

Permission What It Controls
Edit System Settings Allows the user to manage Settings, including inviting and editing other users, and configuring Branding Sets. Leave this off for most users — box office leads, marketing coordinators, and analysts generally don't need it.
View Personal Data Allows the user to see customer names, email addresses, and other personally identifiable information. Turn this off for users who only need sales figures or aggregate reporting.

2. Show Ticketing Access

By default, a new user can see sales data for all shows. To restrict a user to specific shows — for example, a promoter who should only see data for their production — toggle off the shows they shouldn't access. Only shows with the toggle enabled will be visible to that user.

This is useful for external collaborators, co-promoters, or staff members who manage a single production or a subset of your season.

3. Mailing List Access

Similarly, you can restrict which mailing lists a user can see and send to. Toggle on only the lists relevant to that user's work. A promoter for a single show, for example, should only have access to the list associated with that show — not your full subscriber database.

Editing an Existing User

From the User Management page, click any user's row to open their settings. You can update any of their permissions at any time. Changes take effect immediately — no need to re-invite the user.

Tips

  • Use the View Personal Data toggle carefully. Most reporting and campaign work doesn't require it. Limit PII access to people who genuinely need it.
  • If you're giving a promoter or external collaborator access, scope both their Show Ticketing Access and their Mailing List Access at the same time so nothing slips through.
  • There's no limit on the number of users you can add. Box office lead, marketing director, ops manager — get everyone in.