> ## 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.

# Who can see and do what on a gig

> One table for everyone who can open a gig (your members, gig staff, crew, collaborators, clients and guests), how each gets access, what they see and what they can change.

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](https://docs.soundchecklive.io/organization/roles-permissions.md).

## At a glance

| Who | How they get access | What they see | What they can change |
| - | - | - | - |
| **Gig managers**: Owner, Admin, Gig Coordinator | Their organization role | Every gig in the organization. Gig Coordinators don't see money. | Everything on the gig, except that Gig Coordinators don't edit its money. They also share it and assign gig staff. |
| **Finance** members | Their organization role | The money on every gig. Otherwise what a Member sees. | The gig's ledger and crew fees, and payments |
| **Members with extra access** | An Owner or Admin ticks one of the gig options under **Manage access…** | Every gig in the organization | That one part of every gig: staffing, the run of show or the checklist |
| **Gig staff** | A gig manager or the gig's Lead adds them in the **Gig staff** sheet | That gig | The part they are assigned: **Lead**, **Staffing**, **Checklist**, **Run of show** or **Finances** |
| **Crew** | They are invited to the gig or booked on a shift | The published gig: the schedule, their own call, their own pay and their tasks | Their reply, the status of tasks assigned to them, and their own expenses |
| **Collaborators** | A gig manager shares chosen items with them by email, and they sign in | Only the items shared with them, plus the gig's title, date and venue name | Task status, notes for the organizer, and files they add |
| **Clients** | Their customer contact is invited to the client portal | Their own events with the contracts, invoices, forms and files you share | They sign agreements and fill in forms |
| **Guests** | A live page link or event code, or a guest page link. No account. | The public schedule, status and your updates | Nothing |

> [!NOTE]
>
> **Money stays inside your organization.** Collaborators, guests and crew never see the gig's
> ledger, your margins or what other people are paid. Crew see their own pay. Clients see the
> invoices you share with them.

## 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](https://docs.soundchecklive.io/organization/roles-permissions.md#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.

| Assignment | Edits on that gig | Money on that gig |
| - | - | - |
| **Lead** | Everything the other four cover, plus the gig's details and its gig staff | Sees and edits |
| **Staffing** | The team, invitations and crew offers | Hidden |
| **Checklist** | Checklist tasks | Hidden |
| **Run of show** | Run of show items and key times, including the songs in a set once your setlists live in the run of show | Hidden |
| **Finances** | The gig's ledger and crew fees | Sees and edits |

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](https://docs.soundchecklive.io/features/gigs/assignees.md).

### 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](https://docs.soundchecklive.io/features/gigs/draft-publish.md) is hidden from crew.
* They see the schedule. When run of show publishing is on, that is the last version someone [published](https://docs.soundchecklive.io/features/gigs/run-of-show.md#publishing-to-crew), not edits in progress.
* They see their own call and their own pay, not other people's pay. See [Who sees crew pay](https://docs.soundchecklive.io/features/gigs/payments.md#who-sees-crew-pay).
* They see the checklist tasks assigned to them and can update their status. See [Tasks](https://docs.soundchecklive.io/features/tasks.md).
* 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](https://docs.soundchecklive.io/features/gigs/team-building.md) and [How shifts work](https://docs.soundchecklive.io/features/gigs/staffing-shifts.md).

## 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](https://docs.soundchecklive.io/features/gigs/sharing.md).

## Clients

Clients use the [client portal](https://docs.soundchecklive.io/features/client-portal/overview.md), 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](https://docs.soundchecklive.io/features/client-portal/inviting-clients.md).

## Guests

Guests don't sign in.

* The [live page](https://docs.soundchecklive.io/features/gigs/live-page.md) 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](https://docs.soundchecklive.io/features/gigs/guests.md#the-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](https://docs.soundchecklive.io/features/gigs/team-building.md#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

> [card] [Roles and permissions](https://docs.soundchecklive.io/organization/roles-permissions.md)
>
> Organization roles and extra access

> [card] [Assigning people to run a gig](https://docs.soundchecklive.io/features/gigs/assignees.md)
>
> Lead, Staffing, Checklist, Run of show and Finances

> [card] [Sharing a gig](https://docs.soundchecklive.io/features/gigs/sharing.md)
>
> Collaborators, clients and the guest link

> [card] [Live page](https://docs.soundchecklive.io/features/gigs/live-page.md)
>
> The public page guests follow


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