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A gig’s life doesn’t end when the show does. Closeout is the back half of the event lifecycle: an authorized manager explicitly completes the gig after its effective end, you work a short close-out checklist, you settle the money once every payout has cleared, and you capture reviews of how it went. Closeout lives on the Closeout tab of the gig detail, which appears for managers on gigs that have taken place (or are closing out). Settling itself happens from the status pill in the gig header.
Per-gig payout tracking lives on the gig’s Finances tab (live on Pro and above). The Closeout checklist is separate: it tracks business paperwork and client money steps, not crew payouts. On Pro, money rows such as Contract signed, Deposit received, Invoice sent, and Payment received (full payment) often show a padlock and tracked, not blocking when enforcement does not block settling. Use Finances to send and clear crew payouts before you settle.

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How a gig completes

An Owner, Admin, or Gig Coordinator must explicitly mark the gig Completed after its effective end: the later of its event date and end date, or its event date if no end date is set. Passing the date alone does not change the saved status. Completion must be saved before the gig can be settled.
1

Open the status pill

In the gig header, click the status pill. A past gig that nobody has completed still reads Active.
2

Choose Completed

Completed is available once the gig’s effective end has passed. Before then it reads Available after the event.
3

Confirm

Choose Mark completed. Completion is one-way: a completed gig can’t go back to Active. Settling unlocks next.
You can also complete a gig with the complete_event tool through a configured MCP connection, or the authenticated API’s POST /api/v1/events/{eventId}/complete operation.

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The close-out checklist

The Closeout tab shows a checklist of the steps that finish a gig financially. Typically:
  • Contract signed
  • Quote approved
  • Deposit received
  • Invoice sent
  • Payment received (full payment)
Each row shows its state on the right. Money-related rows may show a padlock when they’re tracked, not blocking (recorded for visibility without holding up settlement when your org does not enforce those steps):

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Steps that tick themselves

Several steps follow records you already keep, so you don’t have to tick them by hand: A step ticked this way reads Signed agreement, From the quote or From Finances and can’t be unticked by hand. To undo it, change the record it follows: for example, void the invoice. A step with no matching record (say, a client who pays outside Soundcheck) can still be ticked by hand. Above the list, a stage chip tells you where the gig sits (for example Delivered · awaiting payment or Ready to settle), and a days-in-stage counter flags a gig that’s been stuck (it turns red once a blocked gig sits in the same stage for a week). This is your at-a-glance view of which finished gigs still need attention.
Whether the checklist actually blocks anything is an organization setting. When enforcement is off, the same steps still appear and track your progress, but they don’t hold up settling. Money rows may stay tracked, not blocking (padlock) even when visible. When enforcement is on, the settle-blocking steps must be complete before you can settle. Crew payouts are always cleared on the Finances tab first, not through this checklist.

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Gigs that still need closing out

Owners, admins and gig coordinators see a warning row at the top of the Gigs list when any finished gig in the organization isn’t settled, such as 3 finished gigs in this org need closing out. It counts every gig whose end has passed and that is still Active or Completed. Choose Review to list the 50 most recent, newest first, and Hide to close the list. Each row shows:
  • the gig’s stage, for example Delivered / awaiting payment,
  • how many days it has sat in that stage,
  • any overdue close-out tasks,
  • the next thing to do: Mark completed, the first missing settle step, or Ready to settle.
Select a row to open that gig’s Closeout tab.

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Settling a gig

Settling closes the gig on the books. You do it from the status pill in the gig header, not the Closeout tab. Choosing Settled only succeeds when every one of these is clear:
1

The event has taken place

An authorized manager must explicitly complete the gig after its effective end. Its saved status must be Completed; a date-based status label alone is not enough.
2

Every payout has cleared

All crew payouts must be settled. If any are still processing, the option reads “Settle all payouts in Finances first.” See payments for how payouts clear.
3

The close-out checklist is complete (if enforced)

When your org enforces the checklist, the settle-blocking steps must be checked. Until then, the option reads “Complete N close-out step(s) first.”
Once it settles, the gig is Settled, the final, fully-closed state. If you settle by mistake, an admin or coordinator can un-settle it back to Completed.

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Admin override

Sometimes you need to settle a gig before the paperwork is fully caught up. Organization owners and admins can override a blocked checklist:
1

Choose Settled with the checklist still blocking

The override dialog opens instead of settling directly.
2

Enter a reason

Settling early requires a written reason. This is logged, not optional.
3

Override & settle

The gig settles, and the override is recorded on the Closeout tab: “Settled with override by [name], ‘[reason]’” with a date.
An override skips the checklist, not the money. Payouts still have to be settled first. The override only forgives incomplete close-out steps. Coordinators without override permission see the settle option disabled with the number of steps still outstanding.

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Reviews

Closeout is also where you record how the gig went. The Closeout tab has a Reviews section with a star rating and notes for:
  • The overall event
  • The venue (when the gig has one)
  • Each team member who accepted and worked the gig
Captured here, these become part of the gig’s permanent history and feed the reputation signal that follows people and venues into future gigs.

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Close out in the mobile app

Owners, admins and gig coordinators can close out a gig from the mobile app. Open the gig, tap More, then tap Closeout. Closeout appears once the gig’s date has arrived. The screen has:
  • A summary: the gig’s stage, days in that stage, and checklist progress.
  • This gig still reads Active: shown on a past gig nobody has completed. Tap Mark completed and confirm.
  • Checklist: tap a step to tick or untick it. Steps that tick themselves from other records can’t be changed here.
  • Settle: on a completed gig, shows what settling still waits on. Tap Change status to settle from the status sheet. Owners and admins also see Override & settle when your organization enforces the checklist and steps are still open. It asks for a reason, and payouts must still be settled first.
  • Overrides: past overrides with who made them and why.
  • Reviews: tap the event, the venue, or a crew member to give a star rating and notes.
You can also tap the status pill on a gig in the mobile app and choose Completed on a past gig that still reads Active.

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Cancelled and archived gigs

Not every gig reaches Settled. A gig that gets called off is Cancelled, a status you set from the header pill while the gig is still a Draft or Active. Cancelling is never held up by the close-out checklist and shows you what it will affect before you confirm. That’s different from Archived, a legacy filing state for delivered gigs. See Cancelled vs. Archived for the full distinction.

Event lifecycle

Every state a gig moves through, and what gates each.

Payments

How crew payouts are funded and cleared before you settle.

HubSpot ↔ Flex pipeline

Closeout status that flows back to your CRM.