> ## Documentation Index > Fetch the complete documentation index at: https://docs.daysync.com/llms.txt > Use this file to discover all available pages before exploring further. # Managing Personnel & Permissions > Add people to your tour, create open roles, organize parties, subgroups and splits, and control exactly who sees each schedule item. [https://www.tella.tv/video/vid\_cmv7vt8oo000u06l50jzr7l9m/embed?b=0\&title=1\&a=1\&loop=0\&t=0\&muted=0\&wt=1\&o=1](https://www.tella.tv/video/vid_cmv7vt8oo000u06l50jzr7l9m/embed?b=0\&title=1\&a=1\&loop=0\&t=0\&muted=0\&wt=1\&o=1) **Tour personnel** is where you decide who's on the tour, what they do, and what they can see. It's one of the deepest features in Daysync. Once it's set up, the band, crew, drivers and entourage each get exactly the schedule they need, and nothing they don't. > [!TIP] > > Everything on this page can also be done through the [Daysync MCP](https://docs.daysync.com/mcp/overview.md) in Claude or ChatGPT. That's handy for big crews and bulk changes. Learn it manually first, though: knowing how the structure works makes the AI far more useful. *** ## The building blocks > **People & roles** > > Who's on the tour and what they do: guitarist, driver, merch manager. > **Open roles** > > Placeholders for positions you haven't filled yet. They don't use a seat. > **Parties & subgroups** > > Your main groups (band, crew, support act), with smaller groups inside them. > **Splits** > > Cross-cutting groups, like *Bus 1*, that pull people from any party. *** ## Org admins vs members Before you add anyone, it helps to know the two organization roles. | Role | What they can do | | - | - | | **Owner** | The person who created the organization. Full control. | | **Admin** | Sees and manages **every tour** in the organization, plus billing and settings. | | **Member** | Only sees the tours they're added to. Can be given edit access on specific tours. | When you open tour personnel on a fresh tour, the roster is just you, plus any other org admins. Admins can always see every tour. > [!WARNING] > > Seeing org admins who shouldn't have access to billing and every tour? Go to **Account settings → People**, find the person and change their **seat** back to **Member**. Most people should be members. *** ## Add people to the tour Open **Tour personnel**, then **Add people to tour**. You have three ways to fill your roster. **From your organization** People already in your organization (bandmates from a previous tour, or people you've invited before) are listed here. Select them and add them. If someone shows as **deactivated**, you can **reactivate** them and add them in one go. **Invite someone new** Enter their **name** and **email**, choose their organization role (**Member** in almost every case, or **Admin**), optionally put them straight into a party, and send the invite. **Create an open role** Don't have their details yet? Create an **open role** like *Merch manager* with a note (e.g. *TBC: Josh vs Sam*). You can fill it later by assigning someone from your organization or inviting someone new. ### Give everyone a role On each person's card, add what they do on this tour: *Vocals*, *Guitar*, *Bass*, *Drums*, *Driver*, *TM*, *Crew*. When you fill an open role, its name carries over onto the person's card automatically. *** ## Open roles: plan the roster before you have people Open roles are one of the most useful planning tools in Daysync. * **They don't use any seats.** Build an entire roster with no one invited yet. * **Nobody gets forgotten.** List every position, such as guitar tech, merch, or a photographer for certain cities, and you know your real party size. * **They slot into the structure.** Put an open role into a party or subgroup now, and the person inherits it when they're assigned. > [!NOTE] > > Your parties, subgroups and splits stay in place even if nobody is on the tour. You can aim schedule items at *Party A* before a single person has been added, then load people in later. *** ## Organize with parties, subgroups and splits Once people are in, give the tour some structure. There are three levels of control. ### 1. Parties A **party** is a main group with its own name and colour. **1. Create a party** In tour personnel, create a party, e.g. *Party A* (the band), and pick a colour. **2. Add people** Add the band members and create the party. **3. Repeat** Create more parties as needed: *Crew*, *Support act*, *Production*. ### 2. Subgroups A **subgroup** sits inside a party, e.g. *Band* and *Crew* within *Party A*, or *Security* within *Production*. > [!TIP] > > **Start simple.** Use parties as your main way of separating people. Only add subgroups when you have a real reason to, and the most common reason is **different routing**. ### Why routing matters Daysync supports **multi-route touring**: different parties can follow different routes on the same tour. For example: * **Production** travels ahead of the band to set up. * **Support acts** run on their own schedule. * The **singer** is off doing media days while the rest of the band rehearses. Each party (and subgroup) can be assigned to its own schedule days, so everyone sees the route they're actually on. ### 3. Splits Splits are unique to Daysync. A **split** is a group that cuts across parties: anyone, from any party or subgroup, can be in it. The classic example is **transport**. Create a split called *Bus 1* and add everyone riding it: the driver, a couple of band members, a crew member, the merch manager and the TM. They stay in their own parties for everything else, but anything aimed at *Bus 1* reaches all of them. > [!NOTE] > > Splits are perfect for friends of the band, entourage, or crew who travel with the band but work with the crew. You don't have to move them into a group they don't really belong to. *** ## Aim items at the right people This is where the structure pays off. On any schedule item, set **visibility** to any mix of: * **Parties:** everyone in the party, including all its subgroups * **Subgroups:** just that subgroup * **Splits:** everyone in the split, whatever party they're in * **Individuals:** named people The item shows a live **count** of how many people can see it, so you can check you've got the right audience before saving. ### Example: the bus drive The hotel-to-airport drive is on *Bus 1*. Most of the band is on it too, but not the vocalist. **1. Aim at the split** Set visibility to *Bus 1*. Everyone on that bus can now see it. **2. Add people precisely** Aiming at all of *Party A* would pull in people who shouldn't see it. Add the **Band** subgroup instead, or individual members, until the count matches. **3. Overlaps are fine** People who are in more than one selected group are only counted once. ### Time-only visibility Sometimes people need to know **when** something is happening, but not the details. Click the tag on a group in the visibility picker and switch it to **Time only**. * They see the item and its **time**. * They **don't** see the notes, description, attachments or other finer details. The visibility summary shows both counts, e.g. *5 people can see the full item, 3 can see time only*. ### Sealed items For anything truly private, **seal** the item: * Only **named people** can be added. Groups, parties and splits can't. * It's guaranteed not to be shared with anyone else. | Icon | Means | | - | - | | 🌐 Globe | Visible to everyone on the tour | | 👥 Group | Aimed at specific people or groups | | 🔒 Lock | Sealed: named people only | *** ## See what's aimed at each group Back in **Tour personnel**, open any party, subgroup or split to see every item aimed at it and which day it's on. Click an item to jump straight to it. It's the quickest way to check that *Bus 1* or *Party A* is seeing the right things. *** ## Tips for setting up > **Set up personnel early** > > Do it as early as possible in planning. Then every item you create can be aimed at the right group straight away, rather than going back and fixing visibility later. > **Build the structure before the people** > > Create parties, subgroups, splits and open roles first. Aim items at them. Add the real people when you have their details. > **Keep most people as members** > > Admin access means every tour plus billing. Give members edit access on specific tours instead. > **Use the MCP for big crews** > > For large touring parties, bulk changes are much faster through [Claude or ChatGPT](https://docs.daysync.com/mcp/overview.md). > [!NOTE] > > More bulk tools for large crews are on the way, including multi-select assigning and more insight into what each person can see. Got feedback or a feature request? Let us know at [feedback.daysync.com](https://feedback.daysync.com). *** > **[Invite your crew](https://docs.daysync.com/guides/invite-your-crew.md)** > > The basics of getting people in. > **[AI Import & templates](https://docs.daysync.com/guides/ai-import-and-templates.md)** > > Build schedules faster. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.