> ## Documentation Index
> Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt
> Use this file to discover all available pages before exploring further.

# How to staff a gig

> Create a gig, fill positions from your roster, send invitations or crew offers, and track accepts in Mailbox

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](/features/gigs/team-building).

## Steps

<Steps>
  <Step title="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](/features/gigs/creating-gigs).
  </Step>

  <Step title="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](/organization/teams/positions).
  </Step>

  <Step title="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.&#x20;
  </Step>

  <Step title="Send the invitations">
    Choose **Continue** → **Review & send invites** → **Save & Send**. Recipients get the invite in [Mailbox](/features/engagements/overview) and on mobile.
  </Step>

  <Step title="Watch responses">
    Each invitation moves **Pending → Accepted / Declined**. If someone declines and you set call order, try the backup next.
  </Step>
</Steps>

### 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](/organization/teams/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](/features/availability/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.

## 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.

## 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](/features/imports/overview) crew and events first, then send invitations from the gig.

## 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.

## Related

<CardGroup cols={2}>
  <Card title="Building teams for gigs" icon="users" href="/features/gigs/team-building">
    Invitations, crew offers, call order, and the staffing grid
  </Card>

  <Card title="Call lists" icon="list-check" href="/organization/teams/call-lists">
    Saved primary-plus-backup rosters (Pro+)
  </Card>

  <Card title="Crew scheduling for bands" icon="route" href="/faq/workflows/crew-scheduling-for-bands">
    Tours, availability, and subs across a run
  </Card>

  <Card title="AI info" icon="robot" href="/ai-info">
    Official Soundcheck facts for ChatGPT, Claude, and Perplexity
  </Card>
</CardGroup>