Admin and Settings

Admin work in MusiCal is two layers: company-wide pages in the sidebar's Company section — Users & Invites, Company Settings, Company Staff — and per-show controls that live on each production (the Production Team page and the tech divisions' access grids).

Company Settings

Company Settings holds the basics: company name, logo, state, and time zone. The logo appears on audition forms and other branded surfaces; the time zone is how every rehearsal time you enter is interpreted.

It's also where Custom Rehearsal Types live. If your company uses categories beyond the built-ins (Sitzprobe, Fight Call), add them here and they appear in the activity-type picker when scheduling, right alongside music, blocking, choreography, run-through, tech, dress, work, and performance.

Users & Invites

Users & Invites shows everyone with access to your company. Each row carries that person's access tier — Member, or Platform Admin for MusiCal staff — followed by a badge for every hat they wear:

• Admin — a company administrator.
• Production Team — assigned to a show's production team or crew.
• Performer — cast in a show.
• Parent — linked to a performer as their parent.

Someone can wear several at once: a parent who also performs shows both, and a performer who runs stage management on a show shows Performer and Production Team together. The badges say what someone is; the specifics — which company, which show, which role — live one click away under Details.

Click Details on any user to expand their profile: their memberships and roles listed in full (each removable with the ×), the companies and productions they're tied to, and a quick inline edit for their name (entered as First + Last). You can open several people at once and compare them side by side.

Most people never need to be added here by hand — cast join through audition forms and cast invites, crew through Production Team invites, and staff through the Company Staff page. This page is where you see the results and fix stragglers.

Company Staff

Company Staff is your company-wide roster of staff people — the directors, music directors, stage managers, and designers who carry across shows. It's a list of people, grouped by division:

• "+ Add Staff Member" adds someone directly — name, email, division, and role title. If their email already belongs to a MusiCal account, they link automatically; otherwise send them an invite.
• Clicking a person opens the same card used on a show's Production Team, where you can invite them, edit their details, or remove them.
• On any show's Production Team, company staff appear with a small star and sort to the top of their division. Their per-show division and position can be adjusted there, but their name always belongs to this page — a show can never fork someone's details.

Email addresses can't be changed once they're set. An email address is how MusiCal recognises a person across every show, calendar, and invite, so it isn't a label that can be edited freely — changing one would quietly break those links. You can always add an address for someone who doesn't have one yet, which is what lets you invite them. Changing an address that's already there is reserved for a MusiCal platform admin; the box stays visible but greyed out, and says so. If someone's address is wrong, ask us and we'll correct it.

One-show crew members don't belong here; add them on that production's Production Team page.

Someone who works more than one crew. In the add and edit boxes on Production Team, Divisions is a set of checkboxes, not a single choice — tick Sound and Front of House and that person gets a row in each. (In the edit box, their divisions show as chips; Change divisions opens the checkboxes.) They still get one calendar, covering every call from every division they work, exactly as an actor playing three parts gets one calendar. Position title and Department Head belong to the row you opened, so someone can lead Sound and simply work Props. Unticking a division takes them off that crew only; Remove does the same thing for the row you are on, and says which division it means.

Adding a lot of crew at once. On a show's Production Team, + Add crew from CSV takes a spreadsheet instead of one form at a time. The columns are First Name, Last Name, Email, Division, Position Title and Crew Head — Download template gives you a file with those headings already in place. Paste the rows or pick the file, then press Preview: MusiCal shows you exactly what it will do before anything is added, row by row. That preview is worth reading. It tells you which division each person landed in (near-misses like "Costume" are matched to Costumes, and anything unrecognised is filed under Other and flagged), who will be linked to an existing MusiCal account by their email address, and which rows will be skipped — a duplicate email inside the file, or someone already on this production in another role. Only when you press the add button does anything get written.

Who can do what

The short version of MusiCal's permission model:

• Company admins and directors manage the company: settings, users, staff, and every production.
• Per-show roles are set on the production's Production Team page. Click Edit on a person to open Edit member: their divisions, position title, description, Department Head, Show in Playbill, and their Permissions for that show.
• Permissions come in five cards — Casting, Scheduling, Production Resources, Tech, and Team — each with Select all and a count of how many are on. Ticking an Edit or Manage box also ticks its View box and locks it. Manage Schedule has two levels, all rehearsals or own work sessions only; pick one. Both open Publish Calendar — own work sessions only once the director has published the show at least once. One Permissions section covers someone who works more than one division. A page you give someone appears in their sidebar.
• New crew start with Add/Edit Printable Documents only, and changing someone's divisions resets their boxes to that. Directors and company admins show Full access (Director), with every box ticked and greyed. A box someone already gets from their show role (a Stage Manager, say) shows ticked and locked.
• Company staff open with a note pointing to the Company Staff page: their name and email are greyed out here and edited there. Everything else in the box applies to this show only.
• Tech page access is per-person, per-page: crew start at View-only, and crew heads (or directors and stage managers) grant Edit or hide pages from the division Dashboard's Crew and Access panel — which covers every page in the division, including the dashboard itself.
• Playbill editing extends to the heads of the direction, production, and technical divisions, not just admins.
• Performers and parents see their own slice: their calls, their documents, their conflicts, and read-only lists (cast, staff contacts) with no private contact details exposed.

When you're stuck

The 📖 Help & Docs button at the bottom of the sidebar opens this guide inside the app, and its Ask tab answers questions about your own company and productions. For anything beyond that, reach out to your MusiCal contact.