Team and permissions

Concept

InkWell uses role-based access so each person gets only the permissions needed for their job, and the available roles depend on your plan.

Plan access works like this:

• Solo: single-user setup.
• Pro: one Assistant account for behind-the-scenes operational help.
• Studio: full team access with Admin, Assistant, Artist, and Viewer roles.

Studio roles work like this:

• Owner: full access, including billing, payments, business settings, team management, and operations.
• Admin: broad studio operations access, including team management, without ownership transfer.
• Assistant: day-to-day operational access for bookings, services, studio profile, and calendars, without billing or payment control.
• Artist: access to their profile, availability, and assigned work.
• Viewer: read-only visibility for people who do not need to make changes.

Use individual logins for each person. Avoid shared accounts.

Why it matters

Clear permissions reduce operational risk and improve accountability.

• Billing and business settings stay protected.
• Artists and assistants can work quickly without excess access.
• Role changes are traceable to specific users.
• Offboarding is cleaner when people have individual accounts.

Most access problems are caused by role drift over time, not one-off errors.

How to configure it

1. Open Dashboard -> Settings -> Team (owner or delegated team-management access required).
2. Check which team mode your plan supports:
   • Pro: invite one Assistant account.
   • Studio: invite Admins, Assistants, Artists, or Viewers.
3. Add the person with first name, last name, email, and role.
4. Choose the role deliberately:
   • Admin for trusted studio leads.
   • Assistant for behind-the-scenes operational help.
   • Artist for people managing their own work.
   • Viewer for read-only visibility.
5. Send the invite and confirm the person appears in the team list.
6. If needed, resend invites from the member actions menu.
7. Use owner access for high-risk changes:
   • Change member role
   • Remove team members
8. Review team access regularly and remove leavers promptly.

If the invited email already has an InkWell account, they receive a sign-in link. If not, they receive an invite flow to set access up.

How to verify it worked

• Team list shows the expected role for each person.
• Assistant users can help with bookings, services, and calendars without billing or payment access.
• Artist users can manage their profile, availability, and assigned work.
• Viewer users can see what they need without making changes.
• Owner access remains the highest-permission account in the studio.

Related guides: Onboarding workflow, Studio profile, and Managing bookings.

Common mistakes

• Sharing one owner login across multiple staff.
• Putting someone on Studio just to get one extra operational seat when Pro assistant access is enough.
• Giving Admin access when Assistant or Artist access is sufficient.
• Expecting Viewer users to make operational changes.
• Leaving old team members active after they stop working with you.
• Forgetting to re-check access ahead of busy periods like convention season.