The Performance Inbox has a permission system that controls who can view and send emails. This article explains how access works and how to troubleshoot permission issues.
Who Can Access the Performance Inbox #
Access to the Performance Inbox is determined by your relationship to the performance and your role within the group. The following users can access the inbox:
Group Leaders #
Group leaders have full access to all performance inboxes within their group. They can:
- View all emails in any performance inbox
- Send emails to clients
- Add and remove team participants
- Trigger workflows
Inbox Participants #
Team members who have been explicitly added as inbox participants can:
- View all emails in that specific performance inbox
- Send emails to clients
- Reply to existing threads
- Trigger workflows (depending on role)
Group Roster Members #
Musicians on the group roster may have limited inbox access depending on group settings and whether they are assigned to the specific performance.
Clients (via Client Portal) #
Clients can access a limited view of the inbox through the Client Portal. They can:
- View emails sent to and from them
- Reply to emails from your team
- See the conversation history
Clients cannot see internal team communications or manage participants.
Permission Levels #
The inbox has several permission levels:
View Inbox #
The basic permission to see the inbox tab and read emails. Required for all other inbox actions.
Send Emails #
The ability to compose new emails and reply to existing threads. Most participants with view access also have send access.
Manage Participants #
The ability to add or remove team participants from the inbox. This is typically limited to group leaders and managers.
Trigger Workflows #
The ability to manually trigger email workflows. Requires view inbox permission at minimum.
How Team Recognition Works #
When emails arrive at the performance inbox, the system determines whether the sender is a team member or a client. Team members are identified by:
- Conversation participants – Users explicitly added to the inbox
- Group roles – Leaders and managers of the group
- Roster members – Artists on the group roster
If the sender email matches any of these, the email is treated as coming from the team. Otherwise, it is treated as coming from the client side.
Participant Roles and Their Permissions #
When adding team members as participants, you assign them a role that determines their level of involvement:
Team Member (Primary) #
- Receives notifications for all inbox activity
- Can view and send emails
- Full participation in conversations
CC #
- Receives copies of emails
- Can view the inbox
- Secondary participation level
Band Leader #
- Full inbox access
- Appears as sender on outgoing emails
- Primary point of contact
Communications Manager #
- Full inbox access
- Designated for handling communications
- Receives all notifications
Checking Your Access #
To verify your inbox access:
- Navigate to the performance page
- Look for the Inbox tab in the navigation
- If you see the tab and can click it, you have view access
- If the tab is missing or you get an error, you do not have access
Requesting Access #
If you need access to a performance inbox:
- Contact your group leader or manager
- Ask to be added as a participant
- Specify which role is appropriate for your involvement
Group leaders can add you through the Inbox Participants panel.
Troubleshooting Access Issues #
Cannot See Inbox Tab #
If the Inbox tab is not visible:
- You may not be a member of the group that owns this performance
- You may not be added as a participant
- The performance may not have an inbox email configured
Permission Denied Error #
If you see a permission error when accessing the inbox:
- Your participant status may have been removed
- Your group role may have changed
- Contact your group leader to restore access
Cannot Add Participants #
If the Add Team Member button is not visible:
- You may not have manage participants permission
- This permission is typically limited to group leaders
- Contact someone with administrative access
Security Considerations #
- Limit access appropriately – Only add participants who need to see client communications
- Review participants periodically – Remove team members who are no longer involved
- Protect client information – Emails may contain sensitive client details
- Use appropriate roles – Assign CC for those who only need visibility
Related Articles #
- Understanding the Performance Inbox
- Managing Team Participants in Performance Inbox
- Understanding User Roles and Permissions
