Staff: department, job function, access and attendance

What this feature is for

Keep three different things apart for the same person: the job they do on the show, the right to open the application, and their attendance. A snapshot records the team's state at a point in time.

Vocabulary

• Collaborator: a person invited to work on an event, whether internal or external to the organization. Their access depends on their event assignment and access role, not on their employment status.
• Staff: all event personnel, across every department; not only technicians or people hired specifically for the show.
• Department and Job function: taken from the production's Departments and functions catalogue. The job function you pick determines the department shown, so the two can never contradict each other.
• Access role: the set of app permissions granted to a person, separate from their Job function.
• Access: the right to open the application for this show, with the matching access role.
• Online: indicator showing the person is connected to the console or to a show screen. It grants and revokes nothing.

Where to find it

Open the event's Preparation → Staff: the table shows Name, Department, Job function, Access and Online. Snapshot now is available in Administrative to authorized production managers.

Steps

1. Add the person to the show.
2. Pick their Job function from the catalogue; the Department is displayed automatically from that function.
3. Check their Access column: that is what decides whether they can open the show. Cutting access is done in the person's record (Profile), project by project.
4. The Online indicator updates by itself; there is nothing to configure.
5. Use Snapshot now to record the current composition. Snapshots may also be taken automatically while an event is active.

The job function menu in People and Departments and functions groups choices under their department name. Search by department or job function to narrow the list, on desktop and mobile. Functions without a department remain available under No department; No job function clears the assignment without changing app access.

The Departments and functions catalogue

The Departments and functions tab of Staff manages the catalogue shared across the whole show. When opened, departments and job functions are sorted alphabetically, ignoring accents and capitalization. Each department has a six-dot handle on its left: drag it to reorder the list. As soon as a manual order is saved, it is kept and reused on every opening, including after a page reload.

What happens next

Earlier snapshots retain the recorded team even when the job function, access or attendance changes afterwards.

Who can take action

The event administrator or the platform administrator assigns job functions and access. Other staff members see only what their rights allow; platform administration has no automatic access to event content.

Common issues

• Someone has a job function but cannot open the show: a job function describes the job, it does not grant the right to open the application. Check the Access column.
• The indicator stays grey: it follows the connection to the console or to a show screen, not plain browsing of the preparation pages.
• A member is absent from today's team: check their assignment dates.

FAQ

Are job function, access and attendance the same thing?

No. The job function describes the work, access decides who opens the application, and the attendance indicator shows who is connected.

Can a snapshot change retroactively?

No. It preserves the team as recorded at that time.