Staff Management

Add merch staff, assign permissions, and manage team access.

Fanhaven separates organization members (people who access the dashboard) from tour staff (people who work the merch booth with the POS app). This guide covers both.

Organization members

Organization members are your core team — managers, accountants, marketing leads — who access the Fanhaven dashboard.

Inviting members

1. Go to Settings → Organization
2. Navigate to the organization settings page.
3. Click “Invite Member”
4. Enter their email address and select a role.
5. Choose a role
6. RoleAccess levelOwnerFull access including billing and ownership transferAdminFull access to all features and member managementMemberAccess limited to assigned artists and tours
7. Assign artist & tour access
8. For Member roles, specify which artists and tours they can access. This keeps sensitive data scoped appropriately.

Managing members

From the organization settings, you can:

• Change roles — Promote or adjust a member’s role
• Update access — Modify which artists/tours they can see
• Remove members — Revoke access entirely
• Transfer ownership — Move the Owner role to another member

Tour staff

Tour staff are the people working your merch booths. They use the Fanhaven POS app and have a simpler, action-oriented interface.

Adding staff

1. Go to Staff Management
2. From the sidebar, navigate to Staff Management under your current tour.
3. Add a staff member
4. Enter their name, email, and phone number. They’ll receive a login code to access the POS app.
5. Assign a staff profile
6. Choose a profile that determines what they can do:

Staff profiles

Administrator

Full POS access plus dashboard capabilities. Can process refunds, view reports, and manage other staff. Best for tour managers and merch directors.

Merch Staff

Standard POS access for selling. Can process sales, look up fans, and handle basic transactions. The most common profile for booth workers.

Guest

Limited POS access. Useful for temporary help or venue-provided staff who only need to ring up sales.

Venue Rep

Venue-specific access for venue representatives who need to monitor sales or handle venue-side operations.

Custom

Hand-pick exactly which pages and actions a staff member can access. Use this when the preset profiles don’t fit.

Manager PIN

For sensitive actions like processing refunds or applying discounts, you can require a manager PIN. This ensures that only authorized staff can perform high-value operations, even if multiple people share a POS device.

Enable manager PIN requirements in your tour’s POS settings. When triggered, the POS will prompt for a manager’s PIN before completing the action.

POS access

Each staff member’s POS access can be individually toggled. This lets you:

• Enable a staff member for the current tour’s POS
• Disable POS access without removing them from the team
• Mark as merch manager to grant elevated POS privileges

Best practices

Use preset profiles

Start with the built-in profiles (Administrator, Merch Staff, Guest) before creating custom ones. They cover most scenarios.

Require manager PINs

Always enable manager PIN for refunds and discounts to prevent unauthorized adjustments.

Scope member access

For organization members, only grant access to the artists and tours they actually work on.

Review access regularly

After each tour, review and clean up staff access. Remove temporary staff and update roles as needed.