Team collaboration

Running programs is rarely a solo job. On Artsume you can bring colleagues and outside jurors into your organization, give each person exactly the access they need, and split review work across the team.

The four roles

Every member of an organization holds one role. The role decides what they can see and do across the whole organization, from posting programs to reading Reporting.

Owner

The top-level administrator, with full access to every organization feature, including billing and the subscription. An organization has a single owner. The owner can hand the role to any other member, and if the seat is ever vacant, an admin can fill it (see Transferring ownership below).

Admin

Admins run the organization day to day. They manage the team (invite people, change roles, remove members), create and manage programs, edit settings, handle billing, and review applications. In practice an admin can reach almost everything an owner can, with ownership itself being the exception.

Staff

Staff build and run programs and can review applications, but they don't manage the team or billing. This is the right fit for program managers and coordinators who own the work without needing account-level control.

Reviewer

Reviewers focus on evaluation. They work through the applications assigned to them or routed to their reviewer pool, and record their scores and comments. They don't manage programs, the team, or Reporting. This is the role to use for jurors and panelists you only want inside the review process.

Invite a team member

Team membership lives in Settings → Team & roles, and only owners and admins can open it.

1. Open Settings from the bottom of the left rail.
2. Choose Team & roles.
3. Select Invite member.
4. Enter the person's email address.
5. Pick their role. Each option shows a one-line description of what it grants.
6. Select Send invite.

They get an email with a link to accept, and they can sign up or log in on the way in. Pending invitations sit in the Team & roles list with Resend and Cancel until they are accepted. Invitations expire after 7 days. Resend one to give it a fresh window.

Manage existing members

From the Team & roles list, each member row gives owners and admins three controls:

• Change role: use the role dropdown on the row to move someone between Admin, Staff, and Reviewer.
• Make owner: transfer ownership to that member (see below).
• Remove: the trash icon at the end of the row revokes their access immediately. You can always re-invite them later.

The current owner's row is protected: their role can't be changed and they can't be removed from here. You also can't change or remove your own membership. To move the owner out of the seat, transfer ownership first.

Transferring ownership

Choose Make owner on any member who isn't already the owner. Transferring ownership moves the current owner down to Admin, so the organization keeps a single owner. Any current owner can hand the role to any other member; an admin can only assign ownership when the seat is genuinely empty.

Set up reviewer pools

A reviewer pool is a named group of reviewers you can point programs at, so you don't rebuild the panel for every call. Any member can be added to a pool, whatever their role. Pools are created and edited in Settings → Team & roles, alongside your members, by owners and admins.

Reviewer pools are part of Artsume Intelligence. On the free plan you assign reviewers to each application by hand instead. See Organization plans for what each plan includes, with figures on the pricing page.

Once a pool exists, you select it in a program's Review settings and choose how applications flow to the people in it.

Choose how a program assigns applications

Each program decides how its applications reach reviewers. You set this in the program's Review settings, not organization-wide, so a small grant and a large open call can be handled differently. Three assignment methods are available:

• Manual assignment. You assign each application to reviewers by hand. This is the default and is available on every plan.
• Round robin. Applications are distributed evenly among the pool's reviewers as they arrive. Requires a reviewer pool, so it's part of Artsume Intelligence.
• Assign to all. Every reviewer in the pool reviews every application. Also requires a reviewer pool and Artsume Intelligence.

For manual and round-robin, you also set how many reviewers each application should go to, from one to ten. Round robin and Assign to all both need a reviewer pool selected in the same settings. If none is chosen, Review settings shows a warning until you pick one. Auto-assignment runs when an application is submitted, and you can still assign reviewers to individual applications by hand at any time.

The mechanics of scoring, review pipelines, blind review, and final decisions live in one place. See Reviewing applications for how the review process itself works.

Bring in outside jurors

For guest reviewers who shouldn't see the rest of your organization:

1. Invite them with the Reviewer role.
2. Add them to the reviewer pool the program uses, or assign specific applications to them by hand.
3. They only see the applications assigned to them or routed to their pool. They can't manage programs, open Reporting, or touch your team and settings.
4. Remove them once the review cycle wraps up.

Next steps

• Setting up your organization: create your organization and get the basics in place before inviting the team
• Reviewing applications: how scoring, pipelines, blind review, and decisions actually run
• Reporting: the analytics your Staff, Admins, and Owner can open