Member Management

Everything about adding people to your company, assigning roles, managing city access, and controlling what each team member can see.

Roles

Every member of your company has one of three roles. Each role determines what that person can see and do inside TourDash.

Owner

Full access to the entire company. Owners can manage billing, change settings, add or remove members, promote and demote people, and see all tours across every city. There is always at least one owner.

Manager

A manager has the same capabilities as an owner, but limited to specific cities. They can see all tours and bookings within their assigned cities, manage guides in those cities, and coordinate day-to-day operations. Managers cannot access billing or change company-wide settings.

Guide

Guides are field team members who run tours. What they can see depends on their individual visibility settings -- by default they see tours within the company's lookahead window, but this can be restricted to only their own assigned tours. For full details on guide visibility, see the Guide Permissions documentation.

Note: Every new person you add starts as a guide. You can promote them to manager afterwards.

Adding a guide

To add a new team member, go to Settings → Members and click the + button at the top of the page.

You will need to provide:

First name and last name
Email address -- this must be the email the person will use to sign in. Double-check it before submitting, as it cannot be changed later.
Cities -- select which cities this guide will operate in. You can change this at any time afterwards.

Important: Make sure the email address is correct before adding the member. The invite will be sent to this address and the guide will use it to log in.

The invite email

After you add a guide, they receive an email invitation with a link to create their TourDash account. If they already have a TourDash account (for example from another company), the new company is linked to their existing account automatically.

Once the guide creates their account, they appear in your members list and can start using TourDash immediately. You can suggest they install the app on their phone for quick access to their schedule.

Promoting and demoting

You can promote a guide to manager or demote a manager back to guide from the Members page. Open the member's row and use the promote or demote action.

Promoting a guide to manager

When you promote a guide, they become a manager with access to the cities they are currently assigned to. They gain the ability to see all tours and bookings in those cities, regardless of guide visibility settings. Their "may only see own tours" flag is automatically cleared on promotion.

Demoting a manager to guide

When you demote a manager, they return to guide-level access. Their tour visibility will then follow the standard guide visibility rules described in Guide Permissions.

Note: Only owners can promote or demote members. Managers cannot change anyone's role.

City assignment

Each member can be assigned to one or more cities. The meaning of city assignment differs by role:

Managers see all tours and bookings in their assigned cities. They only have access to cities they are explicitly assigned to.
Guides can be assigned to tours in their cities. City assignment for guides controls which tours they can be scheduled on, but their actual tour visibility is governed by the guide visibility settings.

To change a member's cities, open their row on the Members page and add or remove cities from the city selector.

For more on how cities create a layer of booking visibility, see the Security page.

Tour visibility per guide

Each guide has a "May only see own tours" toggle on the Members page. When enabled, the guide can only see tours they are personally assigned to -- nothing else.

This is the most important per-guide permission. It takes priority over all other visibility settings, including the company-wide "full schedule" mode.

For a detailed breakdown of how all visibility layers interact, see the Guide Permissions documentation.

Color and abbreviation

Each member can have a display color and a short abbreviation (typically their initials). These are used throughout TourDash to identify people at a glance -- for example on the schedule calendar, where each guide's assigned tours are color-coded.

To set or change a member's color and abbreviation, click on their avatar or initials badge on the Members page. A picker will appear where you can choose a color and type an abbreviation.

Removing a member

To remove someone from your company, open their row on the Members page and use the remove action.

Warning: Removing a member is permanent. They will lose access to your company immediately. If you need to re-add them later, you will have to send a new invitation. Only owners can remove members.