Gig management overview

A gig is the central record for one engagement: when and where it happens, who’s playing, who’s working, what’s on the schedule, and what’s owed. Whether your team calls them events, shows, or performances, gigs are where live work lives in Soundcheck. This page maps the list you manage them from, the tabbed detail inside each one, and the lifecycle they move through.

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The Gigs page

The Gigs page is where every show lives. It opens on the Calendar view until you pick another view, and the view you pick is remembered. Beside the title, a scope menu switches between My gigs · all orgs and This org (see View as Staff or Member). The ⋯ menu next to New gig opens Templates and, for gig managers, Recently deleted. Each of those pages has a back link to the gig list. A one-line stat strip under the title summarizes your operation: When something needs you, a slim warning row sits under the stats. It can say how many finished gigs in this org need closing out, with Review to list them (see Gigs that still need closing out). It can also show how many shows need attention this week; select that to show only those gigs. Below that, a sticky toolbar keeps search and filters in reach as you scroll:

• Search: match on title, venue, or city (“Search title, venue, city…”). You can also search by date, such as 11/7/2026, 2026-11-07, Nov 7, 2026 or November 7. A date search matches the gig’s date, so 1/7/2026 finds January 7, not November 7.
• Status: Draft, Active, Completed, Settled, Cancelled. Draft and Active show their counts. While every status is selected, the first status you choose narrows the list to that status. Choosing a single status shows that status across all dates.
• Filters: Staffing, Org, Department, and Assigned, plus Stage and Labels when your organization uses them. The button shows how many are in use.
• When: Upcoming, Past, or All dates, or a whole year or one month of a year, including older gigs. The button shows what you picked. It’s hidden in Calendar view, which has its own date navigation.
• Active filters show as removable chips under the toolbar, with Clear all.

Staffing is offered to people who manage gigs. Pick one or more options, and a gig shows when it matches any of them: Has open spots, Fully staffed and No crew requested only match draft and active gigs that haven’t happened yet. No option matches a past gig. The view, row density, sort and page size stay saved for you. Status, assignee, and date choices last until you close the browser. Staffing, org, and department filters reset each time you open the page.

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Three ways to view

A view switcher on the right of the toolbar toggles layout. Calendar is the default. Click a gig in any view to open a preview panel beside the list. Choose Open gig for the full page. In the list or the calendar, Cmd-click (Ctrl-click on Windows) or middle-click a gig to open its page in a new tab instead.

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View as Staff or Member

If you manage at least one organization, the workspace switcher also offers Member (Your gigs across every org). In Member view, the Gigs page lists the gigs you work in every organization, Home shows your crew view, cards show your own pay, and manager tools such as New gig are hidden. Pick an organization you manage to go back to Staff view. Your choice is saved on the device. The mobile app has the same switch on the Switch organization screen. In Staff view, the Gigs page starts on My gigs · all orgs. It lists every gig you’re tied to across all your organizations: gigs you’re assigned to, work a shift on, are on the team for, were invited to, or created. Manager tools stay available. Choose This org to list only the active organization’s gigs, and Soundcheck remembers your choice. When the list spans more than one organization, an organization filter appears so you can narrow it. In the mobile app, Staff view also starts with all your organizations; turn on This org only in the gig list’s filters to narrow it.

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What a gig row shows

Each row in the list carries the essentials: a photo, the title with its type, department and labels, the date (a range for multi-day gigs), the venue, the people assigned to run it, how many crew are confirmed, the payout, and a status pill. If you’re crew on the gig, the row also shows your position. Some columns hide on narrow screens.

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The gig detail

Open any gig to work it. The detail page is organized into tabs: The Overview tab is the working center, and its sections can be rearranged to suit how you work. Show facts live where they belong: times such as invitation, sound check and band meal are run of show items, production and sound contacts are show contacts, parking, load-in and green room directions are venue logistics (with per-gig overrides), staging is a note on the booked stage, honorees are guest list entries, and outside gear is on the Gear tab. What crew wear and remember is under People → Requirements as crew requirements, with dress presets and standing reminders set in Settings → People → Positions. On one side: Run of Show or the timeline, the setlist, and the team. Gig files and song files are on the Documents tab under Attachments. On gigs staffed with crew shifts, the Crew card is a read-only summary: one row per role, grouped by department, with the confirmed people and a status such as 2/3 filled, 1 open, 2 awaiting reply, Draft, or No crew yet. Choose the Crew title to add roles, send offers, or change crew in the Crew group of the People tab. On the other: a Contact card (who to reach about this gig, with call or email in one tap; it starts from the customer’s primary contact), external links, notes, admin notes, and the Venue card. Choose the Venue title to open the Venue tab, or the Contact title to open the Contacts group of the People tab, where you change them.

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Booking details

The booking details from the gig’s lead live where each one is used. People who can manage the organization’s gigs see and edit them. They are not shown on gig templates. The gig header shows when the gig was added to Soundcheck, such as Added Oct 6, 2026. If the gig has no lead, your first save of an inquiry date, source or referrer creates a lead for the gig. That lead stays out of the leads pipeline and its counts.

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The People tab

The People tab gathers everyone on the gig. Pick a group in the list beside it: Crew, Requirements, Travel, Clients, Contacts or Guests. Crew, Requirements and Travel appear on gigs staffed with crew shifts. On a plan without the crew suite, Crew shows the plan it needs and can’t be opened, and requirements and travel stay on the Venue tab. When the CRM is on, Clients appears to admins and on demo gigs. Clients and Contacts show how many people they hold. The group you pick stays in the page address, so a copied link opens the same group. Contacts lists the show contacts, grouped under Client, Planner, On-site and Venue, with everyone else under Other. When no show contact has the venue role, the Venue group shows the linked venue’s contact, marked From venue. You change that contact on the venue record, not on the gig. Guests holds the guest list. Use Add client to link an existing customer or add a planner and invite them. Use Add contact on Show contacts to add a New contact or Link from directory. With the Contacts book, a new contact with a name and an email or phone also joins the book, and editing a linked contact’s details updates them on every gig. See Show contacts and the Contacts book. Agreements and forms for clients and contacts are sent and listed on the gig’s Documents tab, including anything sent to someone not listed on the gig or answered from a shared link. Forms sent to crew stay on their row in Crew. See Contracts and signing and Portal forms. The Clients card also shows the gig’s inquiry details (see Booking details). When your organization doesn’t use the client directory, that line sits in its own Client details card.

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The Documents tab

The Documents tab collects everything the gig sends people, with one list per kind. Pick a kind on the left (on phones, scroll the row of kinds above the list): Each kind shows its row count. Except on Attachments, filter the rows by party (Client, Contact, Crew & team) or by Awaiting, and choose a chip again to turn it off. Send opens the same flow as elsewhere on the gig. For agreements, the Recipients list shows the gig’s client contacts and crew together. The kind and filters are kept in the page link, so you can share a link that opens one kind already filtered. People who manage the organization’s gigs see every kind. People who can manage clients but not this gig, such as Finance, see Forms and Agreements only. Crew see Attachments when the gig has files. They also see the tab when something on the gig was sent to them.

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The Venue tab map

The Venue tab has an All locations map with the venue, its stages, the venue’s key spots (such as the loading dock, crew parking or the stage door), and the crew hotels. Everyone on the gig sees it, so crew can find the dock or crew lot. Choose a place in the list to show it on the map, or open it in your maps app. If you can manage your organization’s business records (owners, admins, gig coordinators and finance), you can mark key spots from the gig. Name the spot, pick its kind, choose Drop pin, then click the map. Drag a pin to move it, or delete the spot from the list. Spots are saved on the venue, so every gig there shows them. Add notes and photos with Spot notes & photos, which opens the venue’s Spots tab. If the gig has no linked venue, the map asks you to link one first. The gig header also shows Staff: the people assigned to run the gig, with Add staff or Manage staff to change them. If you can edit the gig, change its basics right in the header:

• Title: click it to rename the gig. Press Enter or click away to save, or press Escape to cancel. A blank title goes back to the old one.
• Date and time: click the date to set the date range and the start and end times.
• Venue: click the venue to link one of your organization’s venues or create one. If you can’t change venue records, you search for a place instead. Open in Google Maps is in the same popover.

A date or time change, or a place picked from the place search, goes through the same reschedule checks and notify prompt as the full editor. Linking or creating an organization venue saves right away without the notify prompt. Renaming the gig doesn’t prompt a notification. For everything else, choose Edit gig details in the Actions menu.

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Actions on a gig

The Actions menu on a gig’s detail page holds:

• Edit gig details: opens the full editor for the gig’s details.
• Accept Invitation / Decline Invitation: for a gig you’ve been invited to.
• Send music schedule & details: send the gig’s music schedule and details to people on the gig.
• Duplicate Gig: start a new draft from this gig’s date-shifted plan. See Templates and duplication.
• Save as Template: save this gig’s plan as a reusable gig template.
• Create Slack channel: spin up a private channel for the gig; see Slack (coming soon).
• Delete Gig: hides the gig. If it was published, the crew are told it’s cancelled; deleting a draft notifies nobody. The gig stays in Recently deleted on the Gigs page for 30 days, where you can restore it, then it’s permanently removed. A restored gig comes back as a draft, and publishing it sends the crew fresh invitations. Its crew offers also go back to draft with every answer cleared, so send each offer again to ask the crew afresh. Completed and settled gigs can’t be deleted because they’re proof of work, and neither can past gigs with accepted invitations or gigs with payment activity. Gig managers can also delete a gig from its menu in the mobile app, and find it under Gigs → ⋯ → Recently deleted, where Restore as draft brings it back.

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Who’s who

Choose Share next to the gig’s tabs to open Who’s who, a list of who fills each role on the show. Gig managers (Owner, Admin, and Gig Coordinator) see it on every gig except templates. For each role, choose Us, Someone else (then type their name), Same as another role, or Nobody.

• Suggested marks an answer Soundcheck filled in from your organization’s business type or the gig’s event type. Choose Confirm to keep it, or pick another answer.
• A gig with a linked client shows the client’s name under Client. A gig with a linked venue shows the venue’s name, and you choose only Us or Someone else.
• Choosing Us for Client marks the gig as your own show. You can also choose This is our own show on the Clients card when no client is linked. Linking a client clears it.
• On a draft gig with unanswered roles, a N roles to fill chip appears next to Share. Select it to open Who’s who, or dismiss it.

In the mobile app, a gig’s menu shows Share once its live page is published or sharing is turned on for your organization. That sheet opens with the same Who’s who list, read-only, with Suggested badges and the roles still to fill. Answer roles on the web.

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The export hub

Every gig tab except Chats, Links and Live page has an Export menu at the end of the tab bar. Its Export item for the tab (for example Export Checklist…) opens the export hub with only that tab’s exports. Choose Show all gig exports to see everything. Gig managers can also choose Export whole gig… in the same menu to open the full hub. The hub groups exports by who the document is for: The Checklist, Contacts, Venue sheet, Gear list, Form responses, Activity log, Closeout and Files list exports appear only when you can see that tab. The day sheet, the crew list PDF and the advance packet are offered only to people who can manage the organization’s gigs. Finances only appears if you can see the gig’s finances. The advance packet includes all its sections by default. Choose Customize to pick which ones to include; your choice resets each time you open the hub. Exports with nothing to export yet move to a Not ready yet list at the bottom, with the reason, such as No setlists on this gig, No run of show yet, or No ledger lines yet. Where you can fix it, a link takes you there, such as Add a setlist or Build run of show. While the gig has no run of show, the schedule is listed with it. When a tab has nothing to export at all, the hub says Nothing to export from this tab yet. The Export menu also has Copy as Markdown, which puts the tab’s content on your clipboard, ready to paste into any AI tool. Open in ChatGPT and Open in Claude start a chat with the tab’s content and a prompt to summarize it and flag what’s missing. This sends the gig data on that tab, including contact phone numbers and emails, to that service. If the tab is too long to send that way, Soundcheck copies it to your clipboard and opens a blank chat for you to paste into.

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The lifecycle

Every gig moves through a small set of states. Most follow Draft → Active → Completed → Settled. Cancelled and Archived cover gigs that don’t go the distance. Template holds reusable structures.

• Draft: still being prepared; sends nothing on its own. Publish it to go live.
• Active: live for staffing, notifications, and operations.
• Completed: an Owner, Admin, or Gig Coordinator explicitly completes the gig after its effective end (the later of its event date and end date). Passing the date alone does not save this status. See How a gig completes.
• Settled: every payout has cleared and the gig is closed on the books.
• Cancelled: the gig was called off (from Draft or Active); never held up by close-out.
• Archived: a legacy filing state for delivered gigs.

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What you do with a gig

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Web vs. mobile

Both surfaces show the same gig data. Build-and-configure work lives best on the web; in-the-moment work lives on mobile. See Mobile app overview for platform differences. Chat beta is Private Preview, available only to the existing beta tester group. Signing up, paying, upgrading, contacting support, or viewing a public demo does not grant access.

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Who can manage gigs

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Related guides

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Related reading