Managing Team Participants in Performance Inbox

The Performance Inbox supports multiple team members who can view and respond to client emails. Managing participants allows you to control who has access to the conversation and what role they play in communications.

Understanding Participant Types #

The Performance Inbox has two types of participants:

Team Participants #

Team participants are members of your group who can view and send emails in the Performance Inbox. These are typically band members, managers, or other team members involved in the performance.

Client Participants #

Client participants include the main client and any collaborators associated with the performance. These contacts receive emails sent from the inbox and can reply. Client participants are managed through the performance details page, not the inbox settings.

Team Participant Roles #

When adding team members to the inbox, you can assign them one of four roles:

Team Member (Primary) #

The default role for inbox participants. Team members with this role:

• Receive notifications for all incoming emails
• Can view the full conversation history
• Can compose and send emails to clients
• Can reply to client messages

CC (Carbon Copy) #

A secondary role for team members who need visibility but may not be the primary communicator:

• Receive copies of all emails
• Can view the conversation history
• Kept informed of all communications

Band Leader #

A special role indicated by a star icon. Band leaders:

• Appear as the sender when emails are sent from the inbox
• Have primary responsibility for client communications
• Receive all email notifications
• Typically the main point of contact for the performance

Communications Manager #

A designated role for handling communications, indicated by an email icon:

• Responsible for managing client correspondence
• Receives all email notifications
• Typically handles day-to-day communication logistics

Viewing Inbox Participants #

To see who has access to the Performance Inbox:

1. Navigate to the performance page
2. Click the Inbox tab
3. Look for the Inbox Participants card

The participant list shows:

• Team Members section – All team participants with their roles and when they were added
• Client Participants section – The main client and any collaborators

Adding Team Participants #

Only users with permission to manage the inbox can add participants. To add a team member:

1. Click the Add Team Member button in the Inbox Participants card
2. In the dialog that appears, search for the team member by name
3. Select the appropriate role from the dropdown
4. Click Add Participant

Note: Only members of your group (leaders and roster members) can be added as inbox participants. If you do not see a team member in the list, they may need to be added to your group first.

Removing Team Participants #

To remove a team member from the inbox:

1. Find the team member in the Inbox Participants list
2. Click the delete (trash) icon next to their name
3. Confirm the removal when prompted

When a participant is removed:

• They will no longer receive email notifications
• They will no longer be able to view the inbox
• They will not be able to send emails from this performance inbox
• Previous emails they sent remain in the conversation history

Managing Client Collaborators #

Client participants (the main client and collaborators) are displayed in the Inbox Participants section but are managed separately:

• Main Client – Set on the performance details page
• Collaborators – Added through the performance collaborators feature

The inbox displays these contacts so you can see who will receive emails, but to add or remove client contacts, use the performance management pages.

Auto-Added Collaborators #

When someone outside your team sends an email to the performance inbox, they may be automatically added as a collaborator. This happens when:

• The sender email does not match any team participant
• The sender is not the main client
• The sender is not already a collaborator

Auto-added collaborators will have a role of “Auto-added” and their name is extracted from the email sender information.

Permissions #

The ability to manage inbox participants requires proper permissions:

• View Participants – Any team member with inbox access can see the participant list
• Add Participants – Requires group leader or manager permissions
• Remove Participants – Requires group leader or manager permissions

If you do not see the “Add Team Member” button, you may not have permission to modify participants. Contact your group leader or administrator for access.

Best Practices #

• Designate a primary contact – Assign the Band Leader role to whoever should be the main point of contact
• Keep the list focused – Only add team members who need to be involved in client communications
• Use CC for oversight – Add managers or coordinators as CC if they need visibility without being primary communicators
• Review before each performance – Ensure the right people have access as team members may change between events
• Remove inactive participants – If someone is no longer involved, remove them to keep communications focused

Troubleshooting #

Cannot Add Team Member #

If you cannot add a team member:

• Verify they are a member of your group (check Group Settings)
• Ensure you have permission to manage participants
• Check if they are already a participant

User Already a Participant #

If you see this error, the team member is already in the participant list. Look through the existing participants to find them.

Cannot See Add Button #

The “Add Team Member” button only appears if you have permission to manage the inbox. Contact your group leader to request access.

Related Articles #

• Understanding the Performance Inbox
• Sending Emails from the Performance Inbox
• Adding Client Collaborators