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Common questions about creating, managing, and organizing performances.

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Creating

Open Gigs and click + Create Gig. Enter the event details, save, then build the team, run of show, and attachments from the gig page. It saves as a draft; set it to Active when you’re ready to invite the crew. Full guide. For the fastest path, see Quick 5-minute gig setup.
Yes. The create form on the web and in the mobile app needs a name, a date, a gig type, and a venue. If the exact venue isn’t confirmed yet, type the city or a placeholder as plain text and update it later. Gigs that arrive through an import, the API, or an AI assistant can still be created without one.
Yes. Set an optional end date for multi-day runs (festival, conference, residency). Leave it empty for a single-day event; clear it later to switch back. A multi-day gig has dates only: set each day’s times in the run of show and each shift’s call times on the Crew board. An overnight show that crosses midnight stays single-day: use Past midnight (next day) when out time is earlier than start, including for a next-morning window.
Yes. Open any gig, click the actions menu (three dots), and select Duplicate Gig. Modify the details for your new event and save. See Templates and duplication.
Yes. Use the Imports wizard: Parse → Map → Review → Commit. Dozens of gigs in one pass. For the full migration recipe, see Importing your season.

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Editing & day-of

You can edit dates while preparing a gig. Once crew shifts are sent, moving the whole gig to different dates is restricted; cancel the affected shifts or create a new gig. Adding or removing days has a separate review flow. See How shifts work before changing a staffed event.
The timeline is being retired in favor of Run of show, a detailed rundown with timed items, songs, instructions, notes, attachments, and PDF export. Organizations created now start on Run of Show. For older organizations, until the switch, the gig’s Overview tab on the web can show both as separate sections. The mobile app shows one plan per gig: Run of Show when it’s on for that gig, otherwise the timeline. Once an owner or admin switches the organization to Run of Show, every gig’s timeline and setlists are copied into its run of show, and the Timeline section and separate setlists go away. See Switching from the timeline.
Yes. Open the run of show and choose Export. You get a PDF with quick views (All Items, Songs Only, Titles Only), a field picker (times, instructions, notes, attachments), and formatting controls with a live preview. See Run of show.
Yes. Upload agreements, stage plots, riders, or other documents from the gig’s Documents tab under Attachments. See gig attachments. Attaching an agreement stores a file; it does not send it for signature. To get a signature, create an agreement on the gig’s Venue tab. See Contracts. CheckAI file ingestion is Private Preview, available only to the existing beta tester group. Signup, paid plans, upgrades, support contact, and public demos do not grant access.
Open the gig on the mobile app. The setlist caches after you open it once, so it still loads when reception drops. See Mobile offline and sync.
The Gigs page shows your events, and the calendar provides a monthly overview. Your personalized Home page also shows what’s coming up next when you sign in.
Chat is Private Preview, available only to the existing beta tester group. The current web experience supports named text group chats within a gig, with selected participants and authorized manager oversight. Signup, paid plans, upgrades, support contact, and public demos do not grant access.

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Projects

A project collects related gigs on the Gigs page: a tour, a festival season, or a residency. Bands and DJs see it called Tour, venues see Series, and you can set your own word under Settings → Workspace → General. In the list, gigs sit under their project’s header. In the Projects section above the list, expanding a project shows every gig in it plus a financial roll-up (Revenue, Payouts, Net). See Projects and bulk edits.
In the list, check the gigs and choose Project in the bulk bar, then pick a project or New project…. In the Projects section, use Add existing gigs or New gig in project from a project’s menu. Remove a gig anytime; it goes back to the ungrouped list unchanged.
Deleting a project only removes the project. Its gigs return to your regular list with their data intact.
Only organization owners and admins can create projects and move gigs into them. In the bulk bar, Project also appears only when all the selected gigs belong to the same organization.

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Closing out

A gig moves Draft → Active → Completed → Settled. Cancelled and Archived sit outside that cycle as terminal states. The status picker is in the gig header. See the event lifecycle.
Two things can block settlement:
  1. Payouts: every crew payable must be settled first. If money is still processing, you’ll see “Settle all payouts in Finances first.” Handle payouts from the gig’s Finances tab (Pro and above). See payments.
  2. Close-out checklist: if your org enforces close-out gates, incomplete blocking steps (signed contract, received payment, etc.) lock Settle. You’ll see “Complete N close-out steps first.” When enforcement is off, money rows may still appear with a padlock as tracked, not blocking.
See post-event closeout for the full picture, or the closeout and payouts workflow for the end-to-end recipe.
A six-step checklist on the gig’s Closeout tab: contract signed, quote approved, deposit received, invoice sent, payment received, feedback logged. It tracks client paperwork and invoice steps, not crew payouts (those live on Finances, Pro and above). Money rows may show a padlock as tracked, not blocking when enforcement does not block settling. By default it’s tracking-only. With Enforce close-out gates on (organization settings), incomplete blocking steps lock Settle and Archive. Enforcement applies only to gigs created after you turn it on; older gigs keep working as before.
Yes. Owners and admins can use Override & settle with a logged reason. Payout settlement is still required; the override skips the checklist, not the money.
Cancelled means the show was called off. The gig stays in your records as never having happened. Cancelling is not blocked by the close-out checklist.Archived is a legacy filing state on older gigs. Current gigs finish as Settled or Cancelled; archiving is no longer part of the standard flow.
Open the gig’s status menu and choose Cancel gig. Soundcheck shows what the cancellation affects before you confirm. Cancelling cannot be undone. Only Draft and Active gigs can be cancelled; Completed or Settled gigs already happened, so cancel is not offered.
They receive a notification that the gig was cancelled. Any associated payouts that have not yet been initiated are stopped.
Yes, for 30 days. Open ⋯ → Recently deleted on the Gigs page (in the mobile app, Gigs → ⋯ → Recently deleted) and choose Restore as draft. The gig comes back as a draft, and crew are not notified until you publish it again. After 30 days it’s permanently removed. Completed and settled gigs, past gigs with accepted crew, and gigs with payment activity can’t be deleted. See Actions on a gig.