User Roles & Permissions

Stagemgr uses a three-tier role system. Every staff user is assigned exactly one role, which determines what they can see and do in the system. Roles are set when creating a user account under Options > Administer Users.

Role Overview

Role	Internal Name	Access Level
Administrator	Administrator	Full access to all features and all theaters
Box Office	Box Office	Day-to-day operations across all active theaters
Theater User	Producer	Limited access scoped to assigned theaters only

A user who is neither Administrator nor Box Office is automatically a Theater User. Theater Users must be assigned to one or more specific theaters to see any data.

Administrator

Administrators have unrestricted access to every feature in Stagemgr. This role is intended for system managers who need to:

• Create, edit, and delete theaters, productions, and all related records
• Manage staff user accounts
• Configure system-wide settings (default ticket classes, payment types)
• Merge duplicate patron records
• Delete orders and seat maps
• Manage membership offers
• Access all reports, including Customer Data Mining
• Refund donation orders

Box Office

Box Office staff can handle all day-to-day ticketing and customer operations across all active theaters. This role is intended for front-of-house staff who need to:

• Create and manage all order types (ticket, donation, flex pass, membership)
• Process payments, exchanges, refunds, and order splits
• Create and edit productions and performances
• Manage ticket classes, special offers, and performance features
• Fulfill and unclaim orders
• Access box office reports, house management reports, and reconciliation reports
• Import data (mailing cards, bulk orders, external contacts, etc.)
• Create and manage venues, seat maps, and service items

Box Office staff cannot:

• Delete productions, seat maps, or orders
• Manage user accounts
• Manage payment types
• Merge patron records
• Configure system-wide settings (default ticket classes)
• Access Customer Data Mining report
• Refund donation orders

Theater User

Theater Users have the most restricted access, limited to theaters they are explicitly assigned to. This role is intended for visiting companies, guest artists, and external producers who need to:

• View productions and performances for their assigned theaters
• Create and manage ticket orders for their theaters' productions
• View orders related to their theaters
• Create and edit patron records
• Add notes to orders
• View basic reports (Production Sales By Performance, Royalty Report, Production Attendees, TRGArts Production Export, Donor export)
• Place hold orders (with allowed payment types)

Theater Users cannot:

• View or manage data from other theaters
• Process exchanges, refunds, or order splits
• Create or edit productions or performances
• Manage ticket classes, special offers, or pricing
• Fulfill orders or run house management operations
• Access box office, reconciliation, or membership reports
• Import data

Resident Company Theater Users

Theater Users assigned to a Resident Company theater receive one additional permission: they can view patron email addresses in reports and record views. Non-resident Theater Users only see email addresses for patrons who have explicitly opted into the theater's email marketing list.

Permissions by Feature Area

Theaters & Productions

Action	Administrator	Box Office	Theater User
View theaters	All	All active	Assigned only
Create/edit theater	Yes	Yes	No
Delete theater	Yes	No	No
Create/edit production	Yes	Yes	No
Delete production	Yes	No	No
Create/edit performance	Yes	Yes	No
Duplicate performance	Yes	Yes	No
Delete performance	Yes	Yes	No

Orders

Action	Administrator	Box Office	Theater User
Create ticket order	Yes	Yes	Yes
View orders	All	All	Own theaters
Edit/update orders	Yes	Yes	Notes only
Hold orders	Yes	Yes	Yes
Process payments	Yes	Yes	Limited
Fulfill/unclaim orders	Yes	Yes	No
Exchange orders	Yes	Yes	No
Refund ticket orders	Yes	Yes	No
Refund donation orders	Yes	No	No
Split orders	Yes	Yes	No
Convert to donation	Yes	Yes	No
Cancel orders	Yes	Yes	No
Delete orders	Yes	No	No
Resend confirmation	Yes	Yes	No
Reprint tickets	Yes	Yes	No

Customers

Action	Administrator	Box Office	Theater User
View patrons	All	All	Own theaters' customers
Create/edit patrons	Yes	Yes	Yes
View email addresses	Yes	Yes	Opted-in only*
Merge duplicates	Yes	No	No
Manage tags	Yes	Yes	Yes

*Resident Company Theater Users can view all email addresses.

Reports

Action	Administrator	Box Office	Theater User
Production Sales By Performance	Yes	Yes	Yes
Royalty Report	Yes	Yes	Yes
Production Attendees	Yes	Yes	Yes
TRGArts Production Export	Yes	Yes	Yes
Donor export	Yes	Yes	Yes
TRGArts Export by Performance Date	Yes	Yes	No
Donation Totals	Yes	Yes	No
Membership Usage	Yes	Yes	No
Membership Orders	Yes	Yes	No
FlexPass Sales	Yes	Yes	No
FlexPass Patron Report	Yes	Yes	No
House Management Seating Report	Yes	Yes	No
Weekly Box Office	Yes	Yes	No
Print Tickets	Yes	Yes	No
Daily Receipts	Yes	Yes	No
Mine Customer Data	Yes	No	No

System Configuration

Action	Administrator	Box Office	Theater User
Manage users	Yes	No	No
Manage payment types	Yes	No	No
Default ticket classes	Yes	No	No
Special offers	Yes	Yes	No
Performance features	Yes	Yes	No
Service items	Yes	Yes	No
Venues	Yes	Yes	No
Seat maps (create/edit)	Yes	Yes	No
Seat maps (delete)	Yes	No	No
Import data	Yes	Yes	No
View system options	Yes	Yes	No
Manage system options	Yes	No	No

Theater Assignment

Theater Users must be assigned to one or more theaters to have any access. Administrators and Box Office staff automatically see all active theaters, regardless of theater assignment.

To assign theaters to a user, go to Options > Administer Users, edit the user, and select the theaters they should have access to.

Data Visibility Rules

The role system affects what data users can see:

• Theater Users see only orders, productions, performances, and patron records associated with their assigned theaters.
• Box Office and Administrators see data across all active theaters.
• Patron email addresses are filtered based on role and email opt-in status (see Customers for details).
• Reports are filtered by role -- some reports are only visible to Box Office and above, and Customer Data Mining is Administrator-only.