Creating gigs

Creating a gig is deliberately light: a name, a date, and a venue get you a record you can build on. Crew, schedule, files, and money come afterward from the gig’s tabbed detail. This guide covers the create form and what to do next.

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Create a gig

You can open the create form with New gig on the Gigs board or Create gig on Home. The form opens straight away. At the top it offers two other ways to start:

• Start from: pick one of your organization’s recent gig templates, or All templates… to browse them all.
• Plan from a brief: turn a client’s brief into a draft plan, where enabled for your organization. See Plan a gig from a brief.

Templates work inside a project and from a calendar date too: the new gig keeps that project and starts on that date. You can also start a gig by picking a date on the Gigs Calendar view. This guide covers filling in the form yourself, which creates a Draft gig (see What happens after creating).

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The fields

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Gig types

Choose the category that best fits. Every organization starts with Wedding, Church, Private Gig, Corporate Gig, Bar/Club, Rehearsal, Festival, Concert, and Other. Owners and admins manage the list under Settings → Gigs → Labels.

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Multi-day gigs

For a festival weekend, a two-night run, or any gig that spans more than one day, set an End date in addition to the start Date. Leave the end date blank for a single-day gig. A multi-day gig has dates only, with no start or end time. Once the range covers more than one day, the time fields disappear. Set each day’s times in the run of show (one day at a time) and each shift’s call times on the Crew board. When you add an end date to a gig that already has times, Soundcheck clears the gig’s times and keeps the schedule intact:

• Every shift day that used the gig’s times keeps them as its own call time, so crew see no change and get no update.
• If the run of show is empty, it gets one section per day (Day 1, Day 2, and so on) starting at the old start time. A run of show that already has content is left alone.

Some older multi-day gigs still show a start and end time. Those times are read-only. Choose Remove times to clear them; the same shift and run-of-show carry-over applies. An overnight show stays single-day. Past midnight (next day) appears once both times are set. It turns on when out is earlier than start (8:00 PM – 2:00 AM), and you can check it for a next-morning window (1:30 AM – 3:30 AM). You do not need an end date. On the Gigs board, multi-day gigs show their full date range on the card. To group several separate shows into one run instead, use tours.

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Several dates at once

For a residency, a weekly show, or a run of dates with the same setup, create them all from one form instead of one at a time. Each copy carries everything the first gig was created with: name, venue, and the run of show and tasks templates, plus the template’s staffing and invitations when you start from a template. Times move to the new date, and a multi-day gig keeps its length. Invitations stay unsent until you publish each gig. You can add up to 52 more dates at a time, and past dates are skipped. If a date can’t be created, the message lists it so you can add it again. If Soundcheck couldn’t confirm a date (for example, the connection dropped), the message says so: check your drafts before adding that date again, because the copy may already exist.

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Adding a location

The Venue field is an address search. Start typing and pick a suggestion. Soundcheck captures the place name, formatted address, and map coordinates, so the team gets accurate directions. Once picked, the field shows the place name, with the address underneath. If your organization’s venues have stages, choose a saved Venue first. The Stage list then shows only that venue’s stages.

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What happens after creating

A new gig is created as a Draft and appears on your board and calendar right away. Crew can’t see it yet, and invitations you add stay unsent until you publish the gig. Crew offers are separate: sending one notifies its recipients right away, even on a draft. If it was created empty (not duplicated and not imported with existing prep), it also starts with whichever Run of Show and Tasks templates you picked (your organization’s defaults unless you changed them). From its detail page you can now build it out tab by tab:

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Faster setup

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Describe your gig

When you create a gig on the web, the name field reads Name or describe your gig. Type a short name, or type or paste a sentence or booking email, such as Jazz night Friday at 6 pm at The Blue Room. When you pause, Soundcheck reads it and fills in the details it’s sure of, then lists them under the field (Filled from your description:). When it’s less sure, it previews what it found instead: tick the details you want and choose Fill selected details, or Dismiss. If the description is too long for a name, shorten the name afterward. The filled-in details stay.

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Start from a calendar date

On the Gigs board’s Calendar view, select a day to open the create form pre-filled with that date.

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Start from a sample template

Every organization starts with a small set of sample gig templates tailored to how it works (a full-production show, a corporate event, a wedding, and others), so a new team isn’t staring at a blank Run of Show and Tasks list on day one. See templates and duplication to browse, edit, or add to them.

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Explore a sample gig

Choose See a sample gig on an empty Gigs page or in the Set up your workspace checklist on Home. Soundcheck creates one draft sample gig for your organization, built from the template for your business type and filled in like a real show: a sample venue, the day’s timeline, run of show, tasks, crew shifts, labor call, flights, a hotel stay, ground transport, contacts, a guest list, and a draft invoice. The sample comes with sample crew (Samira Patel, Theo Park and others) so you can see who each shift, task, flight seat, and hotel room belongs to. Sample crew exist only on the sample gig: they don’t appear in your team, member lists, or pickers, don’t count as seats, and are deleted with the sample. It is pinned at the top of the Gigs list under Sample. A sample gig never sends invitations, offers, or notifications, can’t be published, and its invoice can’t be sent. Choose Duplicate as a real gig to turn it into a real draft: the copy keeps the timeline, run of show, and tasks but leaves out the sample crew, travel, and task assignees. Choose Remove sample to delete it.

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Duplicate a similar gig

If a new gig closely resembles a past one, open the existing gig, use its ⋯ actions menu, and choose Duplicate. Schedule times rebase to the new date, and the copy is a draft: copied invitations stay unsent until you publish it. See templates and duplication.

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Start from a template

If your organization uses gig templates, open Gigs → Templates, pick a template, and choose Use template to spin up a new draft with your standard crew, schedule, and setup already in place.

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Apply a saved team

Skip manual staffing by applying a saved Team preset from Manage Team on the gig, or with Use a team on the gig’s Crew tab. That populates positions and members in one step, available on every plan. There is no separate Call Lists page; see call lists.

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Troubleshooting

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Next steps