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To schedule a band with a rotating lineup, keep one gig per show, check each player’s availability, and send invitations for the positions they will cover. Use saved Teams for repeated lineups when available on your plan. A project is useful for a run; local bands can work directly from individual gigs. Use the web staffing workflow below to prepare the shows. Members can answer invitations from Mailbox and read show details in the mobile app.

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Set up the run once

1

Make a project

On Gigs, select New project. If your organization renamed projects, the button uses that word, such as New tour. Every show you add rolls up Revenue, Payouts, and Net. See Projects.
2

Stamp the dates

Create gigs in the project (or duplicate a template). Location can wait. Unconfirmed venues should not block the calendar.
3

Ask availability before you lock a leg

When availability is enabled, send an availability request for the working dates. Exclude days off and review answers per date on the crew calendar.
4

Save call lists per lineup

If leg 1 and leg 2 differ, make two lists with call order (first-call on top). Apply the right list to each gig. Call lists need the Pro plan or higher. See Call lists.

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When the lineup shifts

  • One person cannot make a date: review the declined assignment on that gig. Check whether a configured standby backup has been invited; otherwise invite the replacement yourself. Wait for acceptance.
  • You do not know the sub yet: send an availability request to that position, or post a crew offer and let eligible people claim it.
  • A whole leg changes: update the saved Team for future use, then review and update each affected gig. Verify the recipients and sent invitations on every date.
  • Time or city changes: review the affected gigs, venue details, and working hours with crew. Sent shifts have editing restrictions; use How shifts work before changing staffed dates or call times.
Everything they need to answer is in Mailbox and on the phone.

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Example: replacing a player for a local Saturday show

Fictional example: Juniper City Band plays two Saturdays a month with a rotating keys chair. Alex accepted the upcoming hotel show but now cannot attend; Morgan and Casey are the band’s usual subs.
  1. Record Alex’s decline on that gig. If Morgan is already the configured standby backup, check whether Morgan’s invitation has advanced to Pending before sending another request.
  2. If no backup is configured, ask Morgan and Casey about the full call, including load-in. Review any conflict indicators and their travel time from earlier work.
  3. Invite the chosen sub to Keys with the agreed fee. A positive availability response alone does not fill the seat.
  4. After they accept, point them to the show’s setlist, charts, dress notes, call times, and venue access details. Update gig files or notes when those details change.
  5. Recheck the roster for this Saturday and leave later shows with their own intended lineups. Save a revised Team preset only if you want to reuse it on future gigs.
No project is needed for this example. Start with How to staff a gig.

How to staff a gig

Positions, invitations, and Mailbox

Touring lineup

Subs, rotations, and conflict detection

Live event staffing software in 2026

Gig roster staffing vs hourly venue shift tools