Building Teams for Gigs

Assembling the right team is crucial for every performance. Soundcheck streamlines the process of assigning members to positions and managing invitations.

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Understanding team structure

Every gig team is built from two components:

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Positions

The roles that need to be filled:

• Lead Vocals
• Guitar
• Bass
• Drums
• Keys
• Sound Engineer
• etc.

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Assignments

The people filling those positions:

• Organization members (Soundcheck users)
• External contacts (email invitees)

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Adding positions to a gig

Before assigning people, define what positions you need:

1. Open your gig’s detail page
2. Navigate to the Team section
3. Click Add Position
4. Select from your organization’s position list
5. Repeat for all needed positions

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Position options

For each position, you can specify:

• Performance Fee — Compensation for this role
• Fee Notes — Payment terms or details
• Required/Optional — Whether this role must be filled

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Assigning team members

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From organization members

Assign people who are part of your Soundcheck organization:

1. Click on an empty position slot
2. Browse or search organization members
3. Select the appropriate person
4. Confirm the assignment

Member information displayed:

• Name and profile photo
• Primary positions they play
• Recent gig history
• Current availability (if set)

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Adding external contacts

For people who aren’t Soundcheck users:

1. Click Add External or Invite New
2. Enter their information:
   • First name, last name
   • Email address
3. Assign to a position
4. They’ll receive invitations via email

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Managing invitations

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Invitation details

When you assign someone to a position, you can specify:

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Sending invitations

Control when invitations go out:

• Send Immediately — Invites go out when you save
• Save Without Sending — Build team first, send later
• Batch Send — Send all pending invitations at once

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Call order (backup members)

For critical positions, set backup assignees:

1. Assign primary member (Call Order: 1)
2. Add backup member (Call Order: 2)
3. If primary declines, backup is notified
4. Continue adding backups as needed

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Tracking responses

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Invitation statuses

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Response dashboard

The Team section shows at-a-glance status:

• Green indicators for accepted
• Yellow for tentative
• Red for declined
• Gray for pending

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Notifications

You’ll be notified when:

• A member responds to an invitation
• All positions are filled
• Someone declines (you may need a backup)

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Using Call Lists

Skip manual assignment with saved team configurations and priority ordering:

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Applying a call list

1. Open gig’s Team section
2. Click Apply Call List
3. Select from your saved call lists
4. All positions and primary members are populated
5. Adjust individual assignments as needed

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When to use call lists

Perfect for:

• Regular weekly gigs with consistent lineup
• Standard band configuration with backup options
• Events requiring specific crew setup
• Any gig where knowing your backup options is valuable

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Making changes

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Replacing a team member

If someone becomes unavailable:

1. Click on their assignment
2. Select Replace or Remove
3. Assign a new person
4. Previous assignee is notified of the change

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Updating invitation details

Modify fee or notes after assignment:

1. Click on the assignment
2. Edit the relevant fields
3. Save changes
4. Member receives updated information (optional)

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Removing assignments

1. Click on the assignment
2. Select Remove from Gig
3. Confirm the removal
4. Member is notified they’ve been removed

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Best practices

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Send invitations early

Give team members time to plan their schedules. Two weeks minimum for standard gigs; more for major events.

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Include complete information

Provide all details upfront:

• Accurate compensation
• Clear payment terms
• Event specifics they need to know

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Communicate changes promptly

If anything changes (time, venue, lineup), update the gig and notify affected team members.

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Build your contact database

Add external contacts after successful gigs. They’ll be available for future events without re-entering details.

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Use consistent positioning

If someone always plays bass, assign them to bass. Consistency helps with scheduling and history tracking.

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Troubleshooting

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Member not receiving invitations?

• Verify their email address is correct
• Check they haven’t unsubscribed from notifications
• Look in spam/junk folders

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Can’t find a member to assign?

• Confirm they’re part of your organization
• Check if you have permission to assign team members
• Try searching by email instead of name

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Invitation sent to wrong person?

• Remove the incorrect assignment
• Add the correct person
• The removed person receives a cancellation notice

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Next steps