Building teams for gigs

Staffing a gig means filling its positions with people. Soundcheck gives you two ways to do that: classic invitations you build and send, or per-recipient crew offers. A cross-gig staffing grid shows your whole upcoming schedule at once. On every plan, you can staff manually by adding positions and assigning people in the Team section. Applying saved Teams (call-order presets) from Manage Team requires Pro or Team. There is no separate Call Lists page; see call lists.

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Before you start

• Use the correct organization and a role that can manage the gig: owner, admin, or gig coordinator.
• Confirm the date, timezone, call times, positions, and proposed fees. Include load-in and load-out work when agreeing the call.
• Check availability and existing commitments. A person listed in a preset or marked available is not booked until their invitation or offer is accepted.
• Check which staffing mode your organization uses below. Availability, saved Teams, and crew offers depend on your plan and enabled features.

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Positions are defined at the org level

Every seat you staff is one of your organization’s positions: Lead Vocals, Guitar, Sound Engineer, and so on. You manage that catalog once under Settings → Positions (/settings/organization/positions), and every gig, invitation, and offer references the same org positions. That consistency is what makes staffing history and the staffing grid work across gigs.

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Two ways to staff: invitations and crew offers

A gig staffs in one mode at a time, depending on what your organization has enabled: The sections below cover each. If you’re not sure which your org uses, look at the section heading on the gig: Team or Crew.

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Invitations: Build team → Manage Team → send

The invitation flow opens Build team, then Manage Team, where you assemble the lineup before anything goes out.

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Call order and backups

For a critical position, add more than one person in call order: a primary (call order 0) and backups (1, 2…). When the primary declines, Soundcheck promotes the next configured standby invitation to pending and sends it. That person must still accept; check the invitation status before treating the position as covered. A saved Team must first be applied to the gig and its invitations sent. Saving a preset alone does not contact backups. If no backup is configured, choose and invite the replacement yourself.

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Tracking responses

Each invitation moves through Pending → Accepted / Declined (with a tentative/standby option). The Team section shows every person’s status at a glance, and you’re notified as people respond.

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Crew offers: one shift, many recipients

Crew offers staff work as an offer that recipients respond to individually. Useful when you don’t yet know exactly who’s taking a shift.

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Two offer types

The gig Staffing tab lists each shift under its role the same way the Details crew list does, including two windows on the same day for one position, even when some of the same people are on both. How shifts work covers the model behind that: positions hold shifts, shifts hold offers, and on a multiday gig every day is answered on its own.

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One roster, however seats were filled

A gig’s roster is the union of its accepted invitations and its accepted crew-offer recipients, de-duplicated by position and person. Whether a seat was filled by a direct invitation or an accepted offer, it shows up in one place and shares one response model.

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Does Soundcheck prevent double-booking?

Availability badges and staffing views surface accepted bookings and marked-unavailable time. They are warnings for the scheduler, not a universal hard block on sending or accepting work. Review each conflict and confirm travel, load-in, and turnaround time with the person before you send. An empty availability entry means unknown, not available. Open-shift capacity is a separate rule: recipients cannot claim more seats than the shift allows. Capacity does not establish that a person is free for the work.

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Fees become payouts

The performance fee on an accepted invitation or offer becomes a payable item in the gig’s Finances. Accepted, unpaid people can then be paid out by direct deposit or card, or recorded as paid manually.

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The staffing grid

When crew availability & offers is enabled, managers get a cross-gig staffing grid on the Staffing tab of the Crew workspace. It’s a matrix of your org positions (rows) against your upcoming events (columns):

• Each cell shows who’s staffed for that position on that event (accepted, pending, and declined, with backups tagged BU).
• Cells also surface the available members who said they’re free that date and hold that position, so you can fill a gap without leaving the grid.
• Each position row shows a “N working” count.

This is the “who’s covering what across the next few weeks” view: the place to spot an unstaffed position across every upcoming gig at once, rather than opening each gig one by one.

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Making changes

• Replace someone: assign a new person to the position; the previous assignee is notified.
• Update fee or notes: edit the assignment and save.
• Remove someone: remove them from the gig; they get a cancellation notice.
• Edit a sent shift: seats, call times, and who is on it stay editable after people have replied. Need is optional: set it for a fill target, or leave it blank so you can add as many people as you want. A job offer is filled only when Need is set and accepted crew meet it. Declines do not fill the shift, and the gig list and calendar do not invent a fill target when Need is blank. Clearing Need or raising it above accepted crew opens a filled shift again; setting Need when accepts already meet it fills it. Adding someone after replies keeps Review available; a filled offer opens again so the new person can reply. If you set a custom rate for the new person, they are notified at that rate. People already waiting on the shift are not notified again. Saving a draft does not notify anyone; Save & Send opens it and notifies the people on that send.
• Reprice a shift: pay is the deal people accepted, so it freezes at send. Cancel and re-issue to change it. You can still set a rate for someone you add afterwards, until they accept.
• Move a call time: change it in place and everyone still attached is notified. Anyone who already accepted can decline the new time, and their seat comes back to you. Hourly shifts are the exception: there the hours are the pay, so their times stay locked.
• Change which days a shift covers: locked once it is sent; cancel and re-issue. The gig’s own date range can still gain or lose days; see the reference below.

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Troubleshooting

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Next steps