Getting Started
Roles and permissions
Every member of a project has one role that decides what they can do. SceneItAll has exactly four roles — owner, admin, member, and viewer — arranged from most to least access. This guide explains each role, lists who can do what, and covers how roles are assigned.
The four roles
Owner
The person who created the project, or whoever ownership was transferred to. Each project has exactly one owner.
- Has every admin and member capability.
- Edits all project settings.
- Deletes the project.
- Transfers ownership to another member.
- Views the project’s audit logs.
Admin
A trusted member who helps manage the project’s content and people.
- Has every member capability.
- Creates and edits content across the project — including editing other people’s work — uploads scripts, runs breakdown and AI tools, and manages cast and crew.
- Invites members, removes members, and changes member roles (to admin, member, or viewer).
- Edits project settings.
- Cannot delete the project, transfer ownership, or view audit logs.
Member
A standard member who can view everything and contribute, but not manage the project.
- Views all scripts, breakdowns, crew, and schedule data, and searches the project.
- Adds and edits their own contributions, comments, and uploads files.
- Cannot edit other people’s work, manage members, or change project settings.
Viewer
Read-only access, for stakeholders who need visibility without editing.
- Views project data and searches the project.
- Cannot comment, upload, or change anything.
What each role can do
This table reflects the project’s access-control matrix.
| Capability | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| View the project | Yes | Yes | Yes | Yes |
| Search the project | Yes | Yes | Yes | Yes |
| Comment | Yes | Yes | Yes | No |
| Upload files | Yes | Yes | Yes | No |
| Add and edit own contributions | Yes | Yes | Yes | No |
| Edit anyone’s contributions | Yes | Yes | No | No |
| Delete anyone’s comment | Yes | Yes | No | No |
| Create fields, forms, views, and departments | Yes | Yes | No | No |
| Invite members | Yes | Yes | No | No |
| Remove members | Yes | Yes | No | No |
| Change member roles | Yes | Yes | No | No |
| Edit project settings | Yes | Yes | No | No |
| View audit logs | Yes | No | No | No |
| Delete the project | Yes | No | No | No |
| Transfer ownership | Yes | No | No | No |
The app shows a shorthand of your role in the top bar: the access chip reads Edit access for owners and admins, and View only for members and viewers.
What viewers can and can’t see
Viewers are read-only outside collaborators, so a few things are hidden from them on top of the table above:
- Contact details. Viewers don’t see cast or crew phone numbers, emails, or other personal contact info on the cast list, crew list, or people search. Members and admins do. (The call sheet is the one exception — it’s the production’s contact sheet, so its crew contacts show for everyone who can open it.)
- Unpublished scripts. Viewers only see scenes and schedule, report, and comment data drawn from published scripts. Draft (unpublished) script content stays hidden from them across the breakdown, strip board, schedule, one-liner, sides, DOOD, and full-fat schedule until an admin publishes it.
- Change history. Everyone can see who changed what in an item’s activity feed, but the detailed before/after values are shown only to the project owner (the same audience as the audit log).
Beyond the four project roles, a couple of data types are gated tighter for everyone below admin: financial figures (cast contract rates and day-out-of-days costs) and wardrobe measurements are limited to admins, owners, and the relevant department head — members don’t see them either.
A note on editing
Most production editing — uploading and breaking down scripts, building the schedule, managing cast and crew, authoring reports — is an admin capability. Members can view everything and add their own contributions (comments, file uploads, dashboard to-dos, their own form submissions, and personal call-sheet overrides), but reshaping the project’s core data is reserved for admins and the owner.
How roles are assigned
- The person who creates a project becomes its owner.
- When an owner or admin generates an invite link, they pick the role to grant — Admin, Member, or Viewer. Owner is never an invite option.
- Owners and admins change roles and remove members from Project Settings → Members. They cannot change the owner’s role or their own.
Transfer ownership
Because a project has exactly one owner, you move the owner role rather than adding a second one. From Project Settings → Danger Zone, the current owner selects a member under Transfer Ownership and confirms. The previous owner is demoted to admin. This cannot be undone.
A note on platform staff
Separate from project roles, SceneItAll has a platform-staff layer for the people who run the service. It gates a separate administration app, not anything in your project, and it is not one of the four project roles. Each platform-staff role opens one area of that app (for example marketing, developer, or billing tools), and a master role opens all of them and can grant or revoke access for other people. Platform-wide announcements are master/root only: their history remains readable without MFA, but sending re-verifies MFA from the active Clerk session. The root owner account is set only through direct database access, never from inside the app.