Team roles and permissions: Admin, Manager, Coordinator, and Talent

Give each person on your team exactly the access they need - no more, no less. KM Hub has four roles, and the Team Management panel is where admins add members, assign roles, reset passwords, and switch access off without deleting anyone's history.

Open the Team Management panel

1. Go to your roster at hub.kivimedia.co/?page=employees.
2. Click Manage Team in the toolbar. The Team Management panel opens with your member list.

The four roles

• Admin - full access to everything, including settings.
• Manager - sees all events, with limited access to settings.
• Coordinator - works with events and schedules.
• Talent - sees their own events only. This is the right role for performers who just need the Employee Portal: their gigs, availability, and earnings.

A good rule of thumb: give the lowest role that lets the person do their job. You can always raise it later in two clicks.

Add a new member

1. In the Team Management panel, fill in the add-member form: Full name, Email, Phone, and a Password (minimum 8 characters).
2. Pick their role from the role picker.
3. Click Add. The member can sign in immediately with that email and password - there is no waiting period or extra activation step.

Edit a member or reset their password

Each member row has an Edit action. From there you can change their email, name, phone, or role, and reset their password. Password resets are the everyday use: when someone is locked out, an admin sets a new password here and shares it, and they are back in.

Deactivate instead of delete

When someone leaves, use Deactivate. This removes their access to KM Hub but keeps all their data - events worked, pay history, documents - intact. If they come back next season, Reactivate restores their access exactly where it was. This is why there is no scary delete button: your records stay whole.

The Weekly Sit-Down link

Each member row also has a Get link button for the Weekly Sit-Down, the AI-guided weekly interview. Clicking it opens a small dialog where you can:

• Mint a private, passwordless link for that member,
• Copy it or email it to them directly,
• Revoke it whenever you want to cut that link off.

Because the link is passwordless, the member can complete their Sit-Down from any device without logging in - and because it is private per member, revoking one person's link doesn't affect anyone else.

Related settings

What you call these people (Employees, DJs, Talent, or a custom label) is set separately under Settings > General - see "Your team roster" in this folder. And if you run alone, note that switching your brand to Solo Mode hides the team pages entirely; your data stays untouched and everything returns when you switch back.

Still stuck? Submit a ticket from this help center and we'll take it from there.