Managing Users

Everyone on your team, from artists and crew to management and the booker, needs a user in your TourLife band or project. You manage them from Admin → Users. This page explains how to add users, keep their details up to date and remove them when they leave.

User types and roles

Every user has a type and an optional role per band or project:

• The type is the category someone belongs to. TourLife uses it to group people in lists and filters. The available types are Artist, Crew Member, Management, Record Label, Booker, Merchandise, Support and Other.
• The role is free text that describes what someone does, e.g. FOH Engineer, Tour Manager or Drums.

Because types and roles are stored per band or project, the same person can be a Crew Member in one project and Management in another.

Adding a user

Click Add User at the top of the Users page. You can either create a brand new account, or add someone who already has a TourLife account.

New user

1. Choose New User.
2. Fill in the first name, last name, email address and type. Phone number and role are optional.
3. Pick the permissions this user should get. To save time, use Copy permissions from to start from the permissions of a user who has a similar job.
4. Click Create User.

The new user receives an invitation email with a link to set a password and activate their account. See Creating Account for what that looks like from their side.

info

If the email address already belongs to a TourLife account, TourLife will tell you so and offer to add the existing account instead.

Existing user

1. Choose Existing User.
2. Enter the email address of the person's TourLife account. If your project is part of an organization, you can pick the user from your organization instead.
3. Set the type and role, then pick the permissions.
4. Click Create User.

Activated user

Sometimes you want to hand someone credentials directly, without them having to go through the invitation email. Add Activated User creates an account with a password you choose.

caution

Write down the email address and password before you finish the flow. TourLife doesn't show the credentials again after the user is created. The password must be at least 6 characters long.

Users pending activation

Users who were invited but haven't set a password yet are listed under Members Pending Activation. For each pending user you can:

• Copy invitation link: send the activation link through a different channel, for instance when the email ended up in someone's spam folder.
• Unassign user: cancel the invitation.

Importing users from a spreadsheet

To add a lot of people at once, open the menu on the Users card and choose Import from CSV. TourLife accepts .csv, .xls and .xlsx files.

1. Download the base template from the import dialog. It contains the columns TourLife expects:

   Column	Required	Notes
   First Name	Yes
   Last Name	Yes
   Email	Yes
   Type	Yes	One of member, crew, management, label, booker, merchandise, support, other
   Role	No
   Phone Number	No
   Diet	No	One of normal, vegetarian, vegan, other
   Address	No
   Zip Code	No
   City	No
   Password	Only for activated users	At least 6 characters

2. Optionally turn on Import as Activated Users. Each row then needs a password, and no invitation emails are sent.

3. Choose the permissions all imported users will get.

4. Select your file. TourLife validates every row and shows which line has a problem, so you can fix it and try again.

5. When there are no issues left, review the list of users and click Import.

Editing users

Every row in the Users table has a set of actions:

Action	What it does
Edit User Details	Change the user's profile picture, contact details, type and role, address, company and VAT number, birthday, license plate and dietary preferences
Edit User Permissions	Change what the user can do. See User Permissions
Edit User Visibility	Change which event tabs the user can see. See Visibility
Edit Event Type Visibility	Limit which event types the user sees. Only shown when enabled for your project, and for users who can see events they aren't assigned to
Export this User	Download the user as a contact card (.vcf) to add them to your phone's contacts
Unassign this user	Remove the user from this project. Their TourLife account and other projects are left untouched

You can't unassign yourself.

Bulk editing

On desktop, use the checkboxes in front of each user to select several people at once. Hold Shift to select a range. Select all selects every user that matches the current filter. With a selection, you can:

• Bulk Edit Users: set the same type and/or role for everyone selected. A preview shows each change before you save.
• Bulk Edit Permissions: give everyone selected the same permissions.
• Bulk Edit Visibility: give everyone selected the same tab visibility.

caution

Bulk editing permissions or visibility overwrites the existing settings of every selected user. Review the selection carefully before saving!

Exporting your team

Choose Export to CSV from the menu on the Users card to download the list of users that match the current filter. This is handy for crew lists, accreditation requests or insurance paperwork.