The two layers
Every roster member's access is the combination of:
- Role — what kind of person they are on tour (production_crew, touring_musician, merch, etc.). This sets sensible default category permissions.
- Allowed categories — the specific knowledge categories they can read about. Overrides the role defaults.
Plus a top-level toggle: Full Access — when on, they see everything, ignoring categories.
The categories
- production — load-in, audio/lighting, parking, gear rentals
- schedule — load-in, soundcheck, doors, set times, lobby/van calls
- hospitality — catering/buyout, wifi, green room, showers
- lodging — hotels, addresses, room blocks
- travel — flights, ground, drive distances
- contacts — promoters, venue, day-of personnel
- finance — settlement, fees, deposits, expenses
- merch — splits, vendor info, sales
- press — interviews, photo passes, PR contacts
The roles and their default categories
| Role | Default categories | Full Access default |
|---|---|---|
| tour_manager | (all) | ✓ |
| manager | (all) | ✓ |
| artist | schedule, hospitality, lodging, travel, press | — |
| touring_musician | schedule, production, hospitality, lodging, travel | — |
| production_crew | production, schedule, contacts, hospitality, lodging | — |
| merch | merch, schedule, hospitality, lodging | — |
| finance | finance, merch, schedule, contacts | — |
| booking_agent | schedule, finance, contacts | — |
| label_rep | schedule, contacts, press | — |
| promoter | production, schedule, contacts | — |
| venue_staff | production, schedule, contacts | — |
| security | schedule, contacts, hospitality, lodging, travel | — |
| press_pr | schedule, contacts, press | — |
When you change a member's role on the roster edit form, their category permissions snap to that role's defaults. You can then manually adjust by checking/unchecking individual category chips.
The dashboard
Whoever creates the band is its admin. Anyone else with a dashboard login is an admin only if their roster row has Full Access.
- Admins can change band-wide things: connectors (Master Tour, Google, money, file storage, banks), adding files, the roster and everyone's permissions, comms and automations, the band's text number, settings, logs and usage, and which files each role can see.
- Everyone else gets a simpler dashboard: ask BandBrain, today's schedule, the files their categories allow (read-only), and their own phone number for texts. Connecting an AI assistant (ChatGPT, Claude) to BandBrain is for admins only. They can still email or text documents to the band's BandBrain address. They can't see or change anything band-wide.
These limits are enforced by BandBrain's server, not just hidden buttons. Adding someone to the roster gives them dashboard access automatically only when you turn on Full Access; otherwise use invite to dashboard.
When the bot answers their texts and chat
The agent enforces these permissions on every query, whether they text, use dashboard chat, or connect an AI assistant. If your merch person asks "what's tonight's settlement?", and they don't have finance in their allowed categories, the bot refuses — politely: "I can only share schedule and contact info with you. For anything else, check with the band's tour manager."
Full Access toggle
For people who genuinely need to see everything (tour manager, manager, label rep on tour), toggle Full Access on. This bypasses the category filter — they get every tool, every doc, every fact.
Full Access is on by default for tour_manager and manager roles. Toggle it manually for anyone else who needs it.