What Are User Accounts?
Brushfire allows you to add multiple users to your organization, each with their own login and access level. Whether you need someone to help build and manage events, run reports, process sales, or simply scan attendees in at the door — there's a privilege level designed for exactly that.
Adding a New User
- From your Dashboard, click Users in the left side menu.
- Click Add Account and select User Account.
- Enter the user's information, including a real email address — they'll need to verify it from their inbox before they can log in.
- Set their privilege level and event access (both explained below).
- Save the account.
User Privilege Levels
Privilege levels control what a user can do in Brushfire. Choose the level that matches what they'll actually need — you can always adjust it later as their responsibilities change.
| Privilege | What They Can Do |
|---|---|
| Admin | Full access to every feature in Brushfire. This level should be reserved for a small number of trusted people in your organization. |
| Manager | Can manage all aspects of sales and refunds, but cannot configure or administer events, items, or promotions. |
| Captain | Same as Manager, but also cannot run reports. |
| Tech | Can configure and administer events, items, and promotions, but cannot participate in the sales process. Good for web designers and IT staff. |
| Accountant | Access to orders, accounting, reports, and related data only. |
| Data Viewer | Can only view event-specific reports or exports for which they have a direct URL. |
| Agent | Can sell items, look up orders, resend confirmations, and print tickets — but cannot process refunds or comp orders. Good for volunteers and temporary staff. |
| Scanning | Can only scan and check in attendees at the event. |
Setting Event Access
Privilege levels control what a user can do — but you can also control which events they have access to.
By default, new users have access to all events in your organization. You can change this in two ways:
- Block specific events – Give the user access to everything except the events you choose to exclude.
- Allow specific events only – Restrict the user to only the events you select, blocking everything else.
To select events, click the blank field at the bottom of the user's profile page — all your events will appear and you can start typing to filter by name.
💡 Example: You have a volunteer helping check in attendees for a single weekend festival. Set their privilege to Scanning and restrict their event access to that one event only — they'll never see anything else in your organization.
Deleting a User
- From your Dashboard, click Users in the left side menu.
- Click the red trashcan icon next to the user you want to remove.
- Confirm the deletion when prompted.
⚠️ Note: Deleting a user is permanent. If you think you might need the account again in the future, consider adjusting their privilege level or event access instead.
Limitations to Know
- New users must verify their email before logging in. Make sure you're using a real, active email address when creating an account — the verification email must be accessible to the user.
- Admin access should be limited. Admin users have full access to everything, so keep this level reserved for a small number of trusted people who truly need it.
- Privilege levels and event access work together. A user's privilege level sets what they can do — event access sets where they can do it. You need to configure both intentionally.
- Deleting a user is permanent. Once deleted, the account cannot be recovered. If there's any chance you'll need the user again, adjust their access rather than deleting them.
- Event access defaults to all events. If you're adding a user with a limited role, remember to restrict their event access — it won't be limited automatically just because of their privilege level.
Frequently Asked Questions
- What's the difference between a Manager and a Captain?
Both can manage sales and refunds, but Captains cannot run reports. If you need someone to handle day-to-day sales without access to financial reporting, Captain is the right choice.
- Can a user have access to events across multiple organizations?
User accounts are specific to your organization. If someone needs access to another Brushfire organization, they'll need a separate account created there.
- What privilege level should I give volunteers helping at check-in?
Scanning is the most restricted option — it only allows the user to scan and check in attendees. If they also need to sell tickets or look up orders on-site, Agent is the better fit.
- Can I change a user's privilege level after they've been created?
Yes. You can go back and update a user's privilege level or event access at any time from the Users section of your Dashboard.
- What happens to a user's activity history if I delete their account?
The account is permanently removed, but any orders or actions they took in the system will remain in your event data. Deleting a user does not delete the records associated with their activity.