Managing Users in Your BandHelper Account

Everyone in your band can log into your BandHelper account to view or help manage your data. Here's how to set them up:

  1. Log into the BandHelper website and click Account > Users in the main menu. You'll see a list of usernames including your own.
    user list
  2. Click the Add a User button, and an empty page for a new user will appear.
    user add
  3. Enter a username and password for a new user. Usernames shouldn't include spaces or punctuation. They will display uppercase characters, but are not case-sensitive when logging in (so someone with the username Bernard can log in as bernard).
  4. Enter the email address for the user and select a time zone.
  5. Enter the mobile phone number and select the country where the phone number originates, if you want this user to receive SMS notifications.
  6. Select at least one notification style; these are used when sending event updates and reminders and set list updates.
  7. You can optionally enter a display name and upload a photo for the user. Currently, these are only used on stage plots.
  8. If your account contains more than one project, you will see a list of projects and can select the projects you want this user to access.
  9. Make sure the Active checkbox is also selected, or this user won't be able to log in.
  10. Decide whether or not this user will be an administrator. Administrators can manage other users as you're doing now; they will also receive additional website notifications, like renewal reminders. Generally, the leader or leaders of a band should be administrators and the rest of the band members should not. Click the checkbox in the Admin column to make this user an administrator.
  11. Decide how much editing access to give this user. None means the user is read-only and can view but not edit any data. Added Data means the user can add data like songs and set lists but can only edit the data he or she added. Added Only users can also edit their own personal fields and custom fields for items, and attach their own documents and recordings to items. All Data means the user can add, edit or delete any data, except account data like users, projects and billing info.
  12. Click Save to save this user.
    user list 2
  13. Now give the user your account name and the username and password you just created. The user will need all three to log into the web interface or to set up the companion apps.
  14. Each user can change his or her username or password if needed from the Account > User page of the web interface.

Here are some additional notes about user management:

  • You can continue adding users up to the limit determined by your subscription price. If you need to expand your account to add more users, you can click Account > Billing in the main menu and select a new account level. This will change your expiration date depending on how much value is left in your current subscription, and the next time you renew your subscription, you will pay the cost of the new account level.
  • If someone leaves your band, you generally can't delete them from your account because they are linked to past data like shows and financial transactions. However, you can deactivate them to keep them from logging in and hide them from most areas of your account. Inactive users don't count toward your total, so if you replace someone with a new band member, you can deactivate the old user first and add the new user without needing an account upgrade.
  • If you are playing with someone temporarily, and you have room for more users in your account, you can set up a username for that person and allow them to sync to your account. You can set that user to Read Only if they don't need to change any data. When you're finished playing with that person, you can deactivate their username to make room for another user.
  • Deactivated users cannot log into the web interface. They can continue using the app, and any downloaded data will remain in the app, but they will not be able to edit the data and will not receive any new data.