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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 — and a cross-gig staffing grid for seeing your whole upcoming schedule at once.
Invitations and crew offers both land in each recipient’s My Mailbox. Accepting on Soundcheck also auto-RSVPs the matching Google Calendar invite, so the team doesn’t confirm twice.

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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 in Teams → 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.
Set up your standard positions before you staff your first gig. Positions can be organized into sections and marked active/inactive at the org level.

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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 as a draft, then send

The invitation flow lets you assemble the whole team quietly and send it all at once — nobody gets paged while you’re still deciding.
1

Build the team

In the gig’s Team section, add each position and assign a person — an organization member, or an external contact by name and email. Set each one’s performance fee, currency, and any position or fee notes.
2

Save as a draft

Save the team as a draft. A Draft badge shows on the Team section while any invitations are still unsent, so it’s clear nothing has gone out yet.
3

Review and send

When the lineup is right, choose Activate Invites (or Save & Send). Soundcheck confirms — “Send N invite(s)?” — then sends exactly the unsent drafts.
The draft stage is an all-or-nothing staging state for the whole team, and it’s available only until the first invitation goes out. Once anything has been sent, the gig’s team is live and you send new invitations directly as you add people.

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Call order and backups

For a critical position, add more than one person in call order — a primary (call order 1) and backups (2, 3…). If the primary declines, the backup is next in line.

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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

1

Create the offer

From the Crew section, create an offer with the position, date and time, fee, recipients, and an expiration.
2

Save as draft or send

Choose Save as draft to attach recipients without notifying them yet, or Send Offer to notify them now. A drafted offer can be sent later, and you can Send to more crew members at any point.
3

Track each recipient

Every recipient is tracked individually — Pending, Accepted, Declined, or Standby — with their own response time.

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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. So whether a seat was filled by a direct invitation or an accepted offer, it shows up in one place and shares one response model.
Crew offers can create financial obligations: an accepted offer with a positive fee becomes a payable on the gig. Owners and admins manage offer payouts; gig coordinators run operational staffing without P&L or payout access.

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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.

Gig payments

How performance fees become crew payouts.

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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 People/availability area. 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.

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Troubleshooting

Check the email address, look in spam, and confirm they haven’t unsubscribed from notifications.
Confirm they’re part of your organization and that you have permission to staff gigs. Try searching by email.
Positions come from your org catalog — add it in Teams → Positions first.

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Next steps

Managing positions

Set up your organization’s position catalog.

Call lists

Reusable lineups with backup call order.

Mailbox

Where invitations and offers reach the crew.

Gig payments

Turn accepted fees into payouts.