Crew Access & Roles: how to set or change what a person can see and do on your tour, and how that's different from whether they're touring.
THE KEY IDEA: two things decide what someone can do on your tour.
1. Their role (Tour Manager, Crew, Business Manager and the rest) sets the starting point. Set someone to Tour Manager and they get TM access; set them to Crew and they get the read-only crew view.
2. People and access (Tour Settings > People and access) is where the tour's admin sees and adjusts it per person: a Seat (Admin, a paid seat that can change things, or User, free and view only) and Edit, View or None for each part of the tour (Schedule & day sheets, Travel, Advance, Contacts, Merch, Money). Tap a cell to change it. Editing money still takes the money key. Merch sales and Show Money are switched on per person there too; changing someone's role turns those two switches off.
Access is now a SEPARATE thing from "Working this tour" (the physical touring roster: day sheets, pay, bunk, per diem). A business manager or agent can have real ATOM access without ever being on the touring roster. A driver can be on the touring roster with no login at all. They used to be tangled together (granting access required first marking someone as touring, which was backwards), not anymore.
WHERE TO CHANGE IT (two places, same control):
1. Tour Roster > tap the person. Their card opens as a full page on the Core Info tab. "Access on this tour" is in the Tour status & access card at the top → tap "Change" (or "Set role" if they have none yet) → pick the new role → "Save role".
2. Contacts → tap the contact → same page, same place.
SOMEONE WITH NO ATOM LOGIN YET: after you pick a role you get three choices: Cancel, "Save, invite later" (the role is saved and NO email goes out; send the invite from the Tour Roster's "Send invite" when you're ready), or "Send invite" (emails them now). Giving someone a role never changes whether they're working this tour. Someone who already has an ATOM login gets an email the first time you give them a role on a tour, saying you added them; changing their role later sends nothing. Picking a role that opens the tour's money (Tour Manager, Co-Admin, Management, Business Manager, Tour Accountant) asks first and says what it opens; editing money still needs the money key.
SENDING THEIR LOGIN: once someone has a role, the same box shows an ATOM login line under it: active (they can sign in, with a password or with Google or Apple), invited but not signed up yet, or not invited yet. "Send invite" / "Resend invite" emails them a link; "Copy link" gives you the link to text them yourself. If their ATOM account was started by someone else (another tour manager, or ATOM Community), ATOM will only email the link to them, never show it here, so nobody can set a password on an account that isn't theirs. The Tour Roster's Manage table uses the same send and shows the same status. You can also just ask YO ATOM "does Greg have an ATOM login?": it answers with the same status (active, invited, not invited, or removed) and their role on this tour, for the same people who can see this box.
ADDING SOMEONE NEW:
On the Tour Roster page, "+ Add person" (Manage view) and "+ Add" (card view) open the SAME full page. The right-hand What will happen panel says exactly what the button will do: saved to Contacts, on the working roster or not, and whether an invite email goes out. It starts with "Find them in your contacts": search by name or email and tap the person, so you never make a duplicate of someone already in ATOM (anyone already on this tour is greyed out). Not in your contacts? Just type their email below. Then two independent checkboxes. "Working this tour" and "Give ATOM access." Check both for touring crew who also needs a login (the common case, still one click). Check only Access for an outside manager or accountant. Check only Working this tour for someone who doesn't need to log in yet. Check neither to just save them as a contact.
WHAT "WORKING THIS TOUR" CONTROLS:
Only people marked Working this tour show up in Pay Ledger, Per Diem, Buyouts, bunks, laundry and the travel pickers. Having ATOM access alone never puts someone on crew pay. Only the tour's managers (tour manager, production manager, admins) set it: someone saving their own card, or an outside person with view access, keeps whatever status is on file. If they think it's wrong, ask your TM. On the Tour Roster (Manage view) the On tour column shows it for every row: On tour, or Not touring for someone who has a login but isn't on the road.
Marking someone as not touring on their card, or using Remove from tour, takes them off all of those in one step. Their past pay and per diem dates are kept. Remove from tour (Tour Roster, or the ... menu on their page in Contacts) also takes away their ATOM access to THIS tour only: their account and any other tours stay, so they can still sign in. Deleting someone's whole ATOM account is an ATOM admin action, because the account belongs to them and can be on other tour managers' tours. Someone whose access was removed earlier shows "access was removed earlier" on their card, with a button that restores them and emails them how to sign in. Giving them a role on the tour again, or adding them back with + Add, also restores them: they can sign in again. Marking them as touring again brings them back with their original start date.
WHO CREW SEE ON THE TOUR ROSTER: crew and band see only the people working this tour right now; the tour's managers see everyone, with an On tour or Not touring tag. Three separate controls: Not touring (someone who stepped off, like a player who handed their spot to a sub) drops off the crew's roster but keeps opening the tour from home. Hide from crew (the eye toggle) keeps someone off every crew list and contact list, their phone and email included, while they still open the tour; only the tour's managers see them (use it for the artist's own details). Remove from tour takes away their access to this tour only; their ATOM account and Community stay.
WHO CAN CHANGE IT:
Admins / TMs with the "add or remove users" permission. Anyone without it can see a person's role but can't edit it. Nobody, not even an admin, can change their OWN role, or the workspace owner's role, from this panel; it goes read-only for those two cases on purpose, so an accidental click can't silently cut your own access or the owner's. Adding yourself to your own tour (Tour Roster + Add on your own name, any role picked) only puts you on the roster: as the owner your access never changes.
THE ASSIGNABLE ROLES:
Tour Manager, Production Manager, Tour Accountant, Biz Manager, Management, Artist, Band, Crew, Merch Seller, Driver, Family, Travel Agent. Management sees the whole tour and its money, view only: no edits anywhere. A Biz Manager and a Tour Accountant see the tour's money and pull reports, view only. Only the Tour Manager (or the tour's admin) edits money, and no one else gets money edit without the TM or admin signing off. (super_admin and org_admin are platform-level and set separately, not from here; org_admin/Co-Admin is owner-grantable only.)
SEE EVERYONE AT ONCE: Tour Settings, People and access shows every person, their role, whether they are a paid admin or a free view-only member, and what they can do in each part of the tour. Role changes there ask first and the person gets a notice; their app updates on its own.
HEADS UP:
The role is per TOUR (workspace). The same person can be a Tour Manager on one tour and Crew on another, and changing it here only affects this tour. It takes effect immediately, no re-invite needed.