Mailbox

Mailbox is where anything in Soundcheck that’s waiting on a response shows up: an event invitation, a crew offer, an availability check, or an onboarding prompt. They all work the same way. Someone sends it, you get notified, you respond, and the sender sees the result. One inbox beats hunting through separate lists.

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Item kinds

The response kinds all use the same underlying statuses: pending, accepted, declined, standby, expired, or withdrawn. Onboarding is a system-generated reminder for your organization rather than a request/response, so it has no accept/decline actions and no email one-click links.

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My Mailbox

Every member has a personal inbox at /engagements. Pending items rise to the top. Five tabs filter the list:

• All: everything you’ve ever been sent
• Invitations: gig invitations awaiting or past response
• Crew offers: shift and job offers
• Availability: availability checks
• Onboarding: setup prompts for new members (no accept/decline; use Continue setup on the card to jump into your org’s onboarding flow)

Unsent crew offers and availability checks stay hidden here until they’re sent. Admins still see those drafts on the org-wide Mailbox and on the gig while they’re staging the roster. Each row shows the item kind, title, event date (when there is one), and the action buttons. For past events, the buttons are replaced with “Event has passed” so you can’t accidentally respond to a gig that’s already over.

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Joining another organization

On mobile, open the Inbox tab. Organization invitations are rows under Needs you, each with an Accept button. Each row shows the organization’s name and avatar, your invited role, and the email address that received the invitation. Pending org invitations count toward the Inbox badge and the Needs your reply total on Home, including invitations to organizations you have not joined yet. Tap Accept to join and switch to that organization. It also becomes available in the organization switcher. Like the web inbox, org invitations offer Accept only. If an invitation has expired or been revoked, ask the organizer for a new one. If joining succeeds but switching fails, use the organization switcher; you do not need to accept again.

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Withdrawing an accepted offer

If you’ve already accepted an invitation or crew offer but can’t make it anymore, choose Can’t make it on that card in My Mailbox. For a multi-day booking, pick which days you’re backing out of; for a single day, the withdrawal covers the whole booking. Enter a reason (required), then confirm with Withdraw, or choose Keep my spot to back out of the dialog without changing anything. The organizer is notified right away and the spot may be offered to someone else.

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Mailbox (admin)

Owners, admins, and gig coordinators get a separate view at /org-engagements that combines requests from across the organization. Switch between Threads (one row per offer, invitation, or availability request) and Replies (one row per person who responded, newest first). Threads can be narrowed by status (Active, All statuses, Open, Draft, Filled, Closed, Expired, Cancelled, Submitted) or Open days only. Replies stays mailbox-wide, so a filled, cancelled, or expired request still shows the people who already answered. Click a row, or focus it and press Enter, to open its details in the side panel. “New replies” uses an organization last-check time, so everyone on the org sees the same new-since-last-check window. It’s not a per-browser stamp.

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Form submissions

When client portal forms are on for your organization, a customer’s form submissions show up in the Mailbox under Form submissions, with the form’s title, the customer, the gig (if the form was assigned for one), and when it was sent. Open a submission to read the answers. A submission for a specific gig also appears on that gig’s Documents tab under Forms. A submission that Soundcheck receives after the last mailbox check is marked New and counts toward the Mailbox badge. Active shows only new submissions; pick All statuses or Submitted to see older ones. The Mailbox lists the most recent page of submissions; use Load more for older ones. Submissions that couldn’t be matched to a customer, or whose customer was deleted, stay out of the Mailbox. Form submissions don’t appear in Replies and can’t be reminded. The mobile app’s Inbox doesn’t show them. Each thread shows a stat strip instead of per-recipient actions:

• Total recipients
• Pending
• Accepted / Available
• Declined / Unavailable
• Standby
• Withdrawn / Expired

Crew-offer threads list the people on the shift the same way staffing does: name, email, and pay per person. A personal override shows next to that amount. Opening a thread shows the shift name, call window, seats (how many you need), and those same pay figures. It doesn’t include the older fee-type or max-acceptances extras. Use it to spot stalled requests. An invitation that’s been pending for three days with no responses, or a crew offer where every recipient declined.

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Calendar handoff on accept

When you Accept an invitation or crew offer on Soundcheck, the matching Google Calendar invite is automatically marked as accepted for you. You don’t have to confirm twice. This runs through the same Google Calendar sync that publishes your events to your calendar:

1. The event is already published to the organization’s Google Calendar.
2. When you accept on Soundcheck, we mark you as attending on the matching Google Calendar invite for you.
3. Your calendar updates within seconds.

If calendar sync isn’t set up for the organization, the accept still succeeds on Soundcheck. Only the calendar side is skipped.

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Notification deep links

Mailbox notifications (email, SMS, push) all link back to the unified inbox using ?highlight={id}. When you open the link, the inbox scrolls to the matching row and pulses a ring around it for about three seconds. Crew-offer and availability emails keep the shift or request name as the main title. When the linked gig has a different name, they also show that gig title in the subject and on the card. Older notification links (like /engagements/invitations/xyz) pointed at pages that no longer exist. If you still have one saved, it’ll redirect into the inbox.

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Notification preferences

Notification settings work at two levels: the organization sets defaults, and each person can override them for themselves.

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Org-wide defaults

Owners and admins set defaults under Settings → Workspace → Notifications (/settings/organization/notifications). Those defaults control email, SMS, and push for invitations, crew offers, and availability checks.

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Your own preferences

Your personal Settings page (/settings) has a Notifications card. Choose how you hear about Event invitations, Crew offers, Availability checks, Event chat messages, Gig changes, and, if you manage gigs, Form responses, by Push, Email, or SMS. Your choices override the organization’s defaults.

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