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Availability requests let schedulers ask specific members whether they are available for a date, day, or time window.
Responses arrive in the recipient’s My Engagements inbox alongside invitations and crew offers. Admins track outstanding responses on the org-wide Engagements view.

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Who can send requests

Owners, admins, and gig coordinators can create and send organization availability requests. Members can respond only to requests sent to them.

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Request lifecycle

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Create a request

Availability requests can include:
  • Title
  • Date
  • Mode: Day or Time window
  • Optional start and end time
  • Optional linked gig
  • Optional position filters
  • Recipients
  • Optional expiration date
If recipients are selected when the request is created, Soundcheck creates and sends the request in one step. Otherwise, it remains a draft until you send it.

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Candidate selection

Schedulers can choose recipients from active organization members. Position filters help narrow candidates when you need specific roles, such as keys, FOH, stage manager, or production assistant.

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Member responses

Members respond Available or Unavailable and can include notes. A response is accepted only from a recipient of the request.
There is no separate approval step. A member response is reconciled into that member’s normal availability calendar.

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Best practices

  • Use requests when you need explicit confirmation.
  • Use time-window mode when call time matters.
  • Use day mode for general date holds.
  • Add a linked gig when the request is tied to a specific event.
  • Keep recipient lists focused so members receive relevant requests.

Personal availability

Members can manage their own availability calendar.

Crew calendar

Schedulers can review organization-wide availability.

Crew calendar workflows

Practical patterns for sending requests and acting on responses.

Touring lineups

Multi-week tours with rotating subs.