Managing Users & Organization AccessSage Score allows you to manage the people associated with your organization, from administrators and teachers to ensemble members and studio students.
Not everyone needs a Sage Score login. You can maintain records for people within your organization without granting them direct access, or invite eligible users to access the tools and resources appropriate to their role.
Accessing User Management
To view and manage your organization's users:
Select the user icon in the upper-right corner of Sage's main navigation.
Choose Users from the menu.
From the Users page, you can add new users, update existing records, manage access, and disable or delete users when appropriate.
The Users page displays each person's name, email address, assigned role, and most recent login activity.
You can also search for users, filter by role, or enable Show disabled to include users who are no longer active.
Understanding User Roles
Sage provides four primary user roles, each with different levels of access.
Owner
Owners have the highest level of access within an organization.
They can:
View and manage all organization records and features.
Add and manage users of all available roles.
Manage the organization's subscription and billing.
Update organization settings and configuration.
The Owner role is intended for individuals responsible for administering the entire Sage organization.
Admin
Admins can manage the organization's day-to-day operations without needing ownership-level access.
They can:
View and manage all organization records.
Create and manage participants.
Manage library, programming, scheduling, ensemble, and studio information.
Admins cannot manage ownership-level settings such as subscriptions or add other administrative users.
Staff
Available with the Collaborative Studio plan.
Staff users are designed for teachers who need access to their own students without managing the entire organization.
They can:
View and manage students assigned to studios in which they are designated as a teacher.
Access the relevant student information and studio activities.
Add and manage participant records.
View and manage the shared organization library.
Staff cannot see the records of students not assigned to their studio(s).
This makes the Staff role especially useful for music schools and multi-teacher studios.
Participant
Participants are ensemble members or studio students who do not need administrative access to Sage.
Their access depends on how they participate in the organization.
Ensemble Members
Ensemble members access their ensemble's Member Hub using a shared password.
They do not receive or need individual Sage Score logins.
All members of the ensemble use the same hub link and password.
They can access the ensemble information made available through their hub.
Studio Students
Studio students can optionally receive their own Sage Score login.
Students who are invited can sign in to their Student Hub.
Their hub provides access to their own assignments, lesson notes, and resources shared with them.
Students cannot access other students' records or the organization's administrative tools.
If a student is not invited to create a login, their record is maintained for internal use only. Their teacher can still manage their assignments and lesson information, but the student cannot independently view that information in Sage.
Important: Creating a Participant record does not automatically give that person login access.
Adding a New User
To create a user from the Users page:
Select + Add user.
Enter the person's information.
Choose the appropriate role.
Complete any additional options applicable to their role.
Save the user.
The available roles and permissions depend on your own access level and your organization's subscription.
Adding Participants Through Ensembles or Studios
While participants can be created from the Users page, it's often more convenient to add them directly while managing an ensemble or studio.
For example:
Add ensemble members from the Ensembles page while building your roster.
Add students from the Studios area while setting up a studio or managing its students.
These workflows create the necessary participant records while associating the person with the appropriate ensemble or studio.
You don't need to create the user separately before adding them and, once created, that same participant record can be assigned to multiple ensembles or studios.
Inviting Studio Students to Sage
When adding a studio student, you can choose whether to give them their own Sage Score login.
Select Send invite to allow the student to create an account and access their Student Hub.
Once the invitation is accepted and their login is created, the student can view the assignments, lesson notes, and resources made available to them.
If you choose not to send an invitation, the student record remains available for internal organization and teaching purposes.
Tip: You can use Sage to manage a student's progress even if the student never logs in. Student Hub access is optional, not a requirement for tracking lessons and assignments.
Ensemble members do not need invitations or individual accounts to access their Member Hubs. Access is handled using the ensemble's shared password instead.
Users Can Have Multiple Roles in Your Organization
A person with administrative access can also participate as a musician or student.
For example, an Admin might sing in the organization's choir, or a Staff teacher might also take lessons in another studio.
In these cases, the user retains their higher-level organization permissions while also being associated with the relevant ensemble or studio.
You do not need to create a separate Participant login for someone who already has an Owner, Admin, or Staff account.
Editing User Information
To update an existing user:
Navigate to the Users page.
Locate the person using the list, search bar, or role filter.
Open the three-dot menu beside their name.
Choose the appropriate management action.
Depending on your permissions, you can update user information, manage their access, or disable or delete the record.
Changes to a user's organization role determine which parts of Sage they can access.
Disabling vs. Deleting Users
Sage distinguishes between disabling a user and permanently deleting their record.
This helps preserve important organizational history, particularly when people have been involved in teaching, assignments, or music library activity.
Disabling a User
Users with existing records of assignment activity, library piece ownership, or student activity can only be disabled, not deleted.
Disabling a user removes their active access while preserving the historical records associated with them.
This is useful when a teacher leaves your organization, a student stops taking lessons, or a member no longer participates but their past activity needs to remain on record.
Disabled users can be viewed using the Show disabled toggle on the Users page.
Deleting a User
Users who have never logged in and do not need historical records retained may be eligible for deletion.
Deleting removes the user record rather than simply marking it inactive.
If a user has associated assignment, library ownership, or student activity, Sage requires that the user be disabled instead so that those records can be preserved.
User Management vs. Ensemble and Studio Management
The Users page is the central place to manage identities, roles, and organization access.
The Ensembles and Studios areas serve a different purpose: they manage how those people participate in your organization's musical activities.
For most day-to-day workflows, you'll add musicians and students directly within their ensembles or studios, then use the Users page when you need to manage their broader access or account information.
Keeping these responsibilities separate allows you to maintain complete organizational records without requiring every person to create and manage a Sage Score account. 