Getting StartedUpdated 2026-04-16

Inviting staff and assigning roles

Bring your team into VenueOS, give them the right permissions, and revoke access cleanly when someone leaves.

Every VenueOS account starts with one user — the person who created the account. To get useful, you'll want to bring in colleagues.

Role overview

Role	Can do
SUPER_ADMIN	Manage every tenant in the system. Only VenueOS staff have this.
DISTRICT_ADMIN	Manage schools, users, and branding for the whole district.
SCHOOL_ADMIN	Manage screens, playlists, staff, and settings within one school.
CONTRIBUTOR	Upload assets, build templates, create schedules. Cannot manage users or settings.
RESTRICTED_VIEWER	Read-only — can preview dashboards and playlists, but not change anything.

Inviting a user

Go to Settings → Users → Invite user.
Enter the person's email address and pick a role (default: CONTRIBUTOR).
Optionally tick Can trigger emergency alerts if this person should have panic-button access. See panic delegation.
Click Send invite. They'll receive a signed, single-use link valid for 7 days.

If you have SSO enabled, invited users can sign in with their district account directly — they don't need to set a separate password.

Bulk invites

For more than about 10 users at once, use Settings → Users → Bulk invite and paste a CSV:

email,role,canTriggerPanic
alice@lincolnusd.org,SCHOOL_ADMIN,true
bob@lincolnusd.org,CONTRIBUTOR,false

Rows with invalid emails or unknown roles are skipped and reported after upload.

Changing roles

Admins can change any user's role from that user's profile page. The change is audit-logged. Downgrading a user from SCHOOL_ADMIN to CONTRIBUTOR takes effect on their next page load.

Revoking access

Two ways to remove a user:

Disable — preserves their history (audit log entries still show their name) but immediately kicks them out. Good for short leaves.
Delete — permanent, strips personal info from audit entries (replaced with "former user"). Good for terminations.

Disabling is reversible; deleting is not.

When someone leaves the district

If you use SSO, de-provisioning from your IdP (Google Workspace, Entra, Clever) automatically blocks login. We recommend also disabling the user in VenueOS to revoke any active sessions and API tokens.