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To staff a gig in Soundcheck, create the show, fill its positions from your org roster, and send invitations (or crew offers). People accept from Mailbox or the mobile app. You can do the manual version on every plan. This is the operator recipe for how to staff a gig, book crew for a show, and staff a live event. The full control surface is Building teams for gigs.

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Steps

1

Create the gig

From Gigs or Home, create a gig with a name and date. It lands Active. Use Draft only if you want to hide it while you prep. 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 → 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 and you set call order, try the backup next.

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Faster on Pro and Team

  • Saved Teams (Pro, Team, Enterprise): apply a priority roster from Manage Team instead of rebuilding the lineup. See Call lists.
  • Availability requests (Team, Enterprise): ask who is free before you send. Org Mailbox → Availability shows aggregate counts when a crew calendar is unavailable. See Availability requests.
  • Crew offers (Team, Enterprise): post an open shift or a targeted job offer when you do not have one named person yet. The gig uses invitations or crew offers, not both at once. Look for a Team or Crew heading on the gig.

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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?

Replace them on the position, or apply the next person in the call list. For an unknown sub, send an availability request (Team) or a crew offer (Team) instead of guessing.

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

AI info

Official Soundcheck facts for ChatGPT, Claude, and Perplexity