Staff and the activity log

How to give your team access, what each role can do, and how to look up who changed what.

Invite someone to your team

1. Open the account menu (your initials, top right of the panel) and choose Staff.
2. In the Invite a member card, fill in Email and, if you like, Name (optional).
3. Pick the Role — Admin or Door. See the next section before you choose.
4. Press Invite.

The invitation is emailed to that address straight away: the message is called "You've been invited" and its button, Set your password, opens the page where they choose a password.

A green card also appears at the top with the same link and a Copy button, in case the email does not arrive or you would rather send the link yourself — a message, a chat, anything.

The person then sets their own password and signs in. Until they do, their row in the Team list carries an invited badge.

The invite link is good for 7 days. After that it stops working. If someone waits too long, or loses the link, just invite them again with the same email address — that creates a fresh link and does not create a second person.

What each role can do

There are two roles you can hand out. Choose the smallest one that lets the person do their job.

Admin

Full access to everything for your venue:

• Dashboard
• Events — create, edit, publish, cancel, delete
• Reservations
• Floor plan, including editing the room layout
• Publishing
• Venue settings — branding, site content, languages, location, payments
• Billing
• Staff — invite people and issue password links
• Activity log

An admin can also open the door screen, though there is no menu item for it.

Some of these can be switched off for your venue — Publishing and floor-plan editing can be turned off. When a section is off it simply is not in the menu, for admins and everyone else. Ask the Noctessa team to turn one on or off.

Door

Door staff get a deliberately small screen for the door itself. When they sign in they see the door screen and nothing else: the venue name, the event that is on, a Sign out button, and the admit tools.

They can:

• scan a guest's ticket with the camera, or paste a ticket code into Manual entry
• press Admit to let a guest in
• see the Expected guests list and who is already In
• press Move table to put a guest on a different table

They cannot:

• see or change events, reservations, the floor plan layout, publishing, venue settings, billing, your staff list, or the activity log
• invite anyone or reset anyone's password

Give this role to anyone working the entrance. It keeps your guest list and your settings out of reach on a phone that spends the evening at the door. Not every venue runs a door — if yours does not, you will only ever hand out Admin.

The superadmin badge

If you see a row in your Team list with a superadmin badge, that is Noctessa staff. You cannot create that role and you cannot assign it — the Role menu only offers Admin and Door. Anything they do inside your venue is recorded in your activity log under their own email address.

Someone forgot their password

You do not need to know anyone's password, and you cannot set one for them.

1. Go to Staff.
2. Find the person in the Team list.
3. Press Reset password on their row.

A card appears with Share this password-reset link: — press Copy and send it to them. The link is also emailed to them. A reset link is only good for 2 hours, so send it while they are waiting for it.

They can also help themselves: on your venue's sign-in page there is a Forgot password? link.

New passwords must be at least 10 characters, and very common passwords are refused.

When someone leaves

Open the row's menu (the three dots at the end of the row in the Team table) and choose Remove. Read the confirmation, and confirm. The person loses access immediately: if they are signed in on a phone at that moment, their next tap signs them out. Everything they did stays in the activity log under their name.

Removing someone who never finished signing up simply withdraws the invitation; their link stops working.

Three removals are refused, on purpose:

• Yourself. Ask another admin to remove you.
• The last admin who can sign in. A venue can never lock itself out. Invite another admin first, let them set their password, then remove the old one.
• A Noctessa platform account. Those are managed by the Noctessa team.

Two things worth knowing:

• Reset password (in the same row menu) does not lock anyone out. It only creates a link they could use to choose a new password — their current password keeps working. To take access away, use Remove.
• Door staff already have very little access, which is why the Door role is the right one for seasonal or short-term help.

The activity log

Choose Activity log from the account menu. It is a read-only record of what has been done in your venue's panel — nothing on this screen can be edited or deleted.

Each row has five columns:

• Time — when it happened
• Actor — the email address of the person who did it
• Action — what was done
• Entity — which item it was done to
• Details — any extra information that was recorded

The newest entries are at the top, and the screen holds the 200 most recent entries.

Looking something up

• Type into the box at the top — the placeholder reads Filter by action, entity, actor… — to narrow the list. It searches across all the columns at once.
• Click the Time, Actor or Action column headings to sort by them.
• Hover over a long Details cell to see the full text.

Admissions taken at the door are recorded here too, so the log is a fair answer to "who let that guest in, and when".

If something looks wrong

• The invited person says the link does not work. It has probably expired (7 days) or has already been used. Invite them again with the same email — you will get a fresh link.
• Someone sees "This link is invalid". Same cause. Send them a new link.
• The reset link stopped working. Reset links last 2 hours. Press Reset password again.
• You get a message about a staff limit. Your venue has a cap on how many people can be added. Contact the Noctessa team to raise it.
• Copy did nothing. Some browsers block copying. Select the link text by hand and copy it that way.
• A staff member is stuck on the door screen but should be an admin. Their role is set at the moment they are invited and cannot be changed afterwards. Remove them and invite the same email again with the right role — they set a new password and sign in as an admin.
• Remove is missing from the menu or refused. You cannot remove yourself, a Noctessa platform account, or the last admin who can sign in. See "When someone leaves".
• The activity log looks empty. It shows No activity yet until the first action is recorded. If you know something happened, check you are looking at the right venue.