Users & Permissions
RosterRoyalties has a full role-based user system. Multiple team members can be added to a Host account with different permission levels, while artist, manager, and freelancer accounts are entirely separate portals — each with a different interface and set of capabilities.
ℹ Multiple artists require Basic Plus or above
A single Host account on the Basic plan can manage one artist. Basic Plus and above unlock management of multiple artists.User roles
| Role | Access | Key actions |
|---|---|---|
| Host | Full label admin | Upload CSV, create statements, manage artists, issue POs, handle billing |
| Artist | Own data only | View statements, check recoupment balance, submit invoices, sign documents |
| Manager | Read-only across assigned roster | View all statements and earnings for their managed artists |
| Freelancer | Own POs and invoices | Sign POs, submit invoices, complete W-9/tax forms |
Inviting people
Artists — go to Artists and Freelancers in the Host Tools sidebar, open the artist record, and use the invite option. They receive an email that creates their Artist account automatically.
Managers — send a manager invitation from within your Host account. The manager follows the link to create their account and is linked to their assigned artists via the manager_email field on each artist record.
Freelancers — go to Artists and Freelancers and use the invite freelancer dialog. Enter name, email, and optionally a label. Freelancers can also be onboarded as part of the PO creation flow.
Team members (sub-users under your Host account) — go to Team Members in the Host Tools sidebar (Professional plan and above).
Team member permissions
When adding a team member, assign them granular permissions that control which Host Tools sections they can access:
can_manage_deliverables— Artists and Freelancers, Track Splitscan_view_statements— Royalty Statements, Manage Invoices, Recoupmentcan_manage_team_members— the Team Members page itself
Team members without a permission will not see the corresponding sidebar item. Changes take effect on their next page load. Manage team members from Team Members in the Host Tools sidebar — add, edit, or remove at any time.
Manager role
The Manager role is designed for management companies and personal managers who need financial visibility across an artist's activity without Host-level access. Managers are read-only for all financial operations — they cannot create or edit statements, splits, or invoices.
When a manager logs in, their dashboard shows only assigned artists — scoped strictly to accounts where their email is set as the manager_email. Each artist's view surfaces: total earnings, pending payments, paid amount, and full statement/invoice history. Management companies can assign different subsets of the roster to each manager.
Freelancer portal
Freelancers are session musicians, producers, engineers, or other contributors engaged for specific work under a purchase order (PO). They access a dedicated portal — entirely separate from the Artist Portal — where they can:
- View all POs issued to them (total amount, invoiced so far, remaining balance)
- Sign POs by uploading a countersigned PDF
- Submit invoices against a PO (partial invoices supported — invoice any portion of the balance)
- Track invoice status: pending, approved, or paid
The freelancer portal dashboard shows three key figures: active POs, available to invoice, and total invoiced to date. Freelancers access the portal via an invitation email from the Host. See Purchase Orders for the Host-side PO workflow.