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To staff a gig in Soundcheck, create the show, add its positions, choose people, and send invitations or crew offers. Track the responses until the required positions have accepted crew. Manual team building is available on every plan.

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Before you start

  • Use the organization that owns the show and a role that can manage its staffing.
  • Confirm the date, timezone, working hours, roles, and fees. Include preparation and load-out in the call.
  • Add your positions under Settings → Organization → Positions, and have the crew’s correct contact details ready.
  • Check the plan comparison and enabled features before relying on saved Teams, availability requests, or crew offers.

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Check availability before booking

When available for your organization, review the crew calendar and send availability requests for unknown dates. Available is an answer, not a booking. Conflict indicators warn about recorded overlaps; confirm travel time and other commitments before you send work.

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Steps

1

Create the gig

From Gigs or Home, create a gig with a name, date, and venue. It saves as a Draft, hidden from crew. Invitations you add are held until you publish it by setting it to Active, and an Active gig cannot return to Draft. A gig from a gig template starts as a draft too. See Creating gigs.
2

Confirm positions

Seats are org positions (Lead Vocals, Sound Engineer, Stagehand). New orgs get a set seeded from business type. Add or rename them under Settings → Organization → Positions before you staff a lot of shows. See Positions.
3

Assign people

On the gig, open Build team → Manage Team. Add each position and assign a member (or an external contact with name and email). Set the performance fee if you pay through Soundcheck. On Pro+, you can apply a saved Team preset here.
4

Send the invitations

Choose Continue → Review & send invites → Save & Send. Recipients get the invite in Mailbox and on mobile.
5

Watch responses

Each invitation moves Pending → Accepted / Declined. If someone declines, a configured standby invitation advances to the next person in call order. Verify that person accepts; without a backup, invite a replacement yourself.

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Faster with these features

  • Saved Teams (Pro, Team, Enterprise): apply a priority roster from Manage Team instead of rebuilding the lineup. See Call lists.
  • Availability requests: ask who is free before you send. Org Mailbox → Availability shows aggregate counts when a crew calendar is unavailable. Rolling out gradually by organization. See Availability requests.
  • Crew offers: post an open shift or a targeted job offer when you do not have one named person yet. Each gig uses invitations or crew offers, never both. Look for a Team or Crew heading on the gig. New organizations start on crew offers; older ones can switch under Settings → Organization → Gig workflow. See Switching to crew staffing.

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How do I book crew for a show?

Same flow. The gig is the show. Booking crew means filling its positions and sending invitations (or offers). People do not get a Google Calendar double-confirm: accepting on Soundcheck RSVPs the matching calendar invite.

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How do I staff a live event?

Create the event as a gig, then staff it. If you already have the date in a spreadsheet, import crew and events first, then send invitations from the gig.

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What if someone declines?

Check whether a configured standby backup has already been invited. If there is no backup, review the declined assignment and invite a replacement. For an unknown sub, use an availability request or crew offer when enabled. Keep the position open until the replacement accepts.

Building teams for gigs

Invitations, crew offers, call order, and the staffing grid

Call lists

Saved primary-plus-backup rosters (Pro+)

Crew scheduling for bands

Tours, availability, and subs across a run

Production companies

Connect staffing with venue preparation, equipment, and delivery

Connect your AI (MCP)

Point Claude, Cursor, or another MCP client at your Soundcheck data