Who can see and do what on a gig

People reach a gig in different ways. Some hold an organization role, some are assigned to the gig, some work it, and some are outside your organization. This page lists each group and what the gig looks like to them. Organization roles themselves (Owner, Admin, Finance, Gig Coordinator, Member) are on Roles and permissions.

At a glance

Your organization’s members

Gig managers

The Owner, Admins and Gig Coordinators manage every gig. They never need an assignment. They create, edit, publish and delete gigs, staff them, edit the run of show and checklist, open Share, and assign gig staff. Gig Coordinators don’t see P&L, payouts, rates or fees. To let a Gig Coordinator see one gig’s money, assign them Finances on that gig.

Members with extra access

An Owner or Admin can let one member work a part of every gig without making them a Gig Coordinator. The options are Staff every gig and invite members, Edit every run of show and Manage every checklist. A member with one of these can open every gig in the organization. See Extra access for one member.

Gig staff

Gig staff are members put in charge of part of one gig. A plain Member assigned to a gig gains that part of that gig and nothing else. Each assignee can open the gig and sees the rest of it as a member on the gig does. See Assigning people to run a gig.

Finance

The Finance role and members with Manage finances see a gig’s money without an assignment. The Finance role also edits it. A member with Manage finances only views a gig’s ledger and crew fees; editing them takes a Finances or Lead assignment on that gig.

Crew

Crew are the people working the gig: members who accepted an invitation or are booked on a shift.

• They see the gig once it is published. A draft gig is hidden from crew.
• They see the schedule. When run of show publishing is on, that is the last version someone published, not edits in progress.
• They see their own call and their own pay, not other people’s pay. See Who sees crew pay.
• They see the checklist tasks assigned to them and can update their status. See Tasks.
• They see no gig finances. Members get My Expenses on the gig for their own expenses.

Who is on the crew is decided by staffing, not by sharing. See Building teams for gigs and How shifts work.

Collaborators

A collaborator is someone outside your organization you share part of a gig with, such as a lighting vendor, a planner or the venue’s production manager. Gig managers share from Share on the gig.

• You choose what each collaborator gets: run of show sections and items, tasks, files, contacts and the venue.
• They sign in with the email you invited and see only those items.
• They can mark their tasks done, leave notes for you and add files.
• They never edit your gig, and they see no money.
• If they manage gigs in their own Soundcheck organization, they can add the gig to it. Their organization’s owners, admins and gig coordinators can then open the same page and do the same things.

See Sharing a gig.

Clients

Clients use the client portal, which is separate from your workspace. You invite a customer’s primary contact. They sign in and see only their own customer’s events, with the contracts, invoices, forms, notes and files you share. They can sign agreements and fill in forms. They don’t see your crew, checklist or finances. The Clients section of a gig’s Share dialog shows each linked client and whether they have portal access. See Inviting clients.

Guests

Guests don’t sign in.

• The live page is one public page per gig. Anyone with its link or event code sees the status, your updates, when and where, and the public schedule. Crew notes, cues and crew-only times never appear.
• A guest page is a private link for one party on the guest list. It shows the live page with that guest’s pass above it.

Anyone holding a link can open it, so share it the way you would share a venue address. Taking the live page down, or resetting a guest’s link, turns the old link off.

Limits that apply to everyone

• Templates have no gig staff and no Share.
• Archived gigs are read-only: nobody edits their staffing, checklist, run of show, gig staff or money.
• Completed and settled gigs keep their crew: nobody can be removed from the gig or decline it until someone who manages the gig reopens it. Gig staff under Share can still be changed. See After a gig is settled.
• Money on a gig that has ended is locked for everyone except the Owner and Admins, unless past-gig money edits are turned on for your organization.
• Sending payouts, and the payment settings they draw on (Settings → Billing → Payments), stay with the Owner and the Finance role, whatever someone is assigned on the gig. Admins record payments made outside Soundcheck but do not send payouts.

Related guides