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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. Currently, an authorized manager can complete the gig with the complete_event tool through a configured MCP connection, or through the authenticated API’s POST /api/v1/events/{eventId}/complete operation. Confirm the intended gig and complete any confirmation requested by the tool before proceeding.
The current web status pill can display Completed for a past Active gig without saving that transition, and its menu does not offer a completion action. If you use only the web app and cannot complete the gig, contact support before continuing to settlement. Waiting for the date to pass or seeing the label change does not complete the gig.

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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): 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 gate 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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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 gate 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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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 gated 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.