Tour personnel is where you organize the people on a tour and decide what each of them can see and change. Set up parties like Band and Crew, add people, hold seats for roles you haven't filled yet, and give your production manager edit rights without handing over the keys to everything.
Open it from your tour: click Tour personnel in the left sidebar. It has two pages, Roster and Structure.
Build your structure
Structure is how your touring party is really organized:
Parties group people on tour, for example Artist Party, Band or Crew. A person can only be in one party at a time.
Subgroups divide a party, for example Audio, Backline or Management. People can join more than one subgroup, including one in another party (for example, security working with the crew).
Splits cut across every party, for example Bus 1, Advance team or per diems.
Create a party
Click Structure, then Create party (or Add › New party).
Enter a Party name and pick a Colour.
Click + Add people to put people in it now, or do it later.
Click Create party.
If someone you add was already in another party, they move into the new one. Their subgroups clear, and their splits stay.
To add a subgroup, click + New subgroup under the party. To add a split, click New split (or Create split).
Add people to the tour
Click Add at the top right of Tour personnel:
Add to tour: add someone who's already in your organization. They join Unassigned with no role. Click their name to set one.
Add open role: hold a seat for a role you haven't filled yet, like "Guitar tech". It keeps its party, subgroups and splits for whoever takes it. Use Assign someone from your organisation when you know who it is.
Invite to organisation: invite someone new by email.
Set what someone can see and edit
Click anyone on the Roster to open their panel. The line at the top sums up their access in plain English, for example "Sees their membership. Edits nothing."
Membership - Tour role: their job on this tour. - Party: the party they belong to. This sets what they see by default.
Can see - Membership: what's aimed at their party, subgroups, splits and them personally, plus anything public. - Everything: the whole tour (except sealed items they aren't named on). - Extras: add more on top of their membership.
Can edit (never more than they can see) - Nothing: view only. New people start here. - Selected: choose the areas they can edit under Edits, then use Permissions to choose what they can create and edit: Schedule & travel items, Public items, Stays, Venues, Bulletin and Guest list. - All they see: they can edit everything they can see.
Extra roles - Can manage tour personnel: manage the roster and structure. - Can manage the tour: tour name and settings, dates and days, and each day's location. - Tour admin: chat channels, schedule tags, vehicles and guest settings. Changing this resets their roster access.
Org admins always see and edit everything on every tour, and this can't be changed on the tour. The one exception is sealed items, which stay hidden unless they're named.
Remove someone from a tour
Open their panel and go to Danger zone:
Remove and keep role open: they come off the tour, and their role stays on the roster as an open role.
Remove from tour: they come off the tour.
Either way, they stay in your organization.
Tips
Set up parties first, then aim schedule items at them. Anyone who joins the party later sees the right things automatically.
A warning like No lanes on the roster means someone can edit "Selected" areas but none have been chosen yet.
Related articles
How Visibility Works on Schedule Items
Deactivated Members and How to Reactivate Them
How to Invite New Members