Checklist

The Checklist page at /tasks is where admins build the reusable checklist templates that get attached to gigs. A template captures the recurring prep work for a kind of show (load-in steps, soundcheck items, day-of confirmations) so a coordinator doesn’t have to recreate it for every event. Every organization starts with a Standard Tasks template (Pre-event, Day-of, Post-event). New empty gigs attach the organization’s default checklist automatically. The starter is an editable org copy. You can change or delete it. Soundcheck will not overwrite it after it is created, and a deleted starter is not restored.

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Your tasks

Assigning a task is a hand-off, not a label. When someone assigns a checklist task to you, you get a push notification and the task shows up in one list alongside everything else assigned to you, across every gig and every organization you work with. Where to find them

• Web: open your mailbox and choose the Tasks tab (/engagements?tab=tasks). Tasks are grouped by gig, soonest gig first, with open work up top and finished tasks tucked into a collapsed Completed section. The tab and your mailbox item in the sidebar carry a count of what’s still open.
• Mobile: in the Inbox, a My checklist row under Messages shows how many tasks are still open and opens My checklist. Crew also see a My checklist row on the Gigs tab. The Inbox badge counts only what needs your reply, not open tasks.

Working from the list Check a task off (or move it to In progress) right from the list, no need to open the gig. Tapping a task’s gig header opens that gig’s Checklist tab if you want the full checklist. Changes made here and changes made on the gig are the same data, so both surfaces stay in sync. What the notification says A single assignment reads “Task · Summer Fest” with the org and gig day on the first line of the body, then the task title (and its due date, if it has one). If several tasks on the same gig are assigned to you at once, you get one notification, “Tasks · Summer Fest” listing the first two titles and a count of the rest, rather than three. Opening it takes you to that gig’s Checklist tab. Assigning a task to yourself doesn’t notify you. “Auto” tasks A task badged Auto was created by Soundcheck, not by a person: after a gig’s date passes, close-out creates the follow-up work (settle payments, collect feedback) and assigns it to the organization’s close-out owner. They behave like any other task: check them off, reassign them, or delete them.

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How templates work

A template is a list of phases (e.g., “Pre-event”, “Day-of”, “Post-event”), each containing tasks with a title, notes, and optionally a due date and a default owner. When a gig is created empty, Soundcheck attaches the organization’s default template. A gig has one checklist; applying a template creates that checklist and does not merge additional templates into existing tasks. Each gig gets an independent copy of the tasks. Due dates and owners are filled in from the template when it is applied (see Due dates and owners); change them for that gig as needed, then track its progress. Completion status never carries over. Edits on the gig leave the saved template unchanged, and later template edits leave existing gig checklists unchanged.

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The library

The Checklist page opens on your template library. Each row shows the template’s name, a Default badge on your organization’s default, and the Gig types it’s picked for. From here you can:

• Search by template name.
• Open a template to edit phases and tasks. Click a row to open it.
• New template creates one (Soundcheck auto-names it and you can rename it).
• Starter packs adds a ready-made template.
• Delete a template that’s no longer needed.

Inside a template, set Gig types to have the create-gig form pick the template for gigs of those types.

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Starter packs

Choose Starter packs to browse ready-made checklist templates: business packs (production, venue, DJ, band, produced event, general) and event packs (wedding, corporate, festival, tour, private party). The pack for your business type is marked Recommended, and packs you already added are marked Added. Pick one and add it; the new template opens so you can edit it. If your organization has no checklist templates yet, the library shows the packs right away, with Build your own template as the alternative.

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The editor

Inside a template you can:

• Add, rename, reorder, and remove phases.
• Add tasks to a phase, with notes.
• Set each task’s Due date relative to the gig and its default Owner (see below).
• Save the template. Changes don’t ripple back to checklists already attached to gigs.

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Due dates and owners

Each template task has two optional pickers:

• Due: when the task is due, counted from the gig’s first day. Pick Day of show, a number of days or weeks before or after (for example 1 week before or 2 days after), or No due date.
• Owner: an organization position, such as Bass or Production manager. Pick No default owner to leave the task unassigned.

When the template is applied to a gig, Soundcheck sets each task’s due date from the gig’s first day. It assigns the task to the person who accepted that position on the gig earliest, from the gig’s roster, accepted crew offers, or accepted invitations. If nobody has accepted the position yet, the task stays unassigned. Owners are matched only when the template is applied, so crew who accept the position later are not assigned automatically.

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Attaching a template to a gig

On a gig without a checklist, open Checklist, choose Use template, and select a saved template. Its phases, tasks, and notes copy onto the gig, with due dates and owners filled in as described in Due dates and owners. Tasks start not started. New empty gigs get the same treatment when the default template is attached. If the gig already has a checklist, edit its tasks directly. Use template does not add another template over the existing checklist.

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Save a gig’s tasks as a template

Open Task actions (⋯) and choose Save as template. Give the template a name and save it to your organization’s checklist templates. This captures the phases, task titles, and notes for future gigs; it does not turn the gig’s due dates or assignees into template due dates or owners. The current gig keeps its assignments, dates, and progress. Saving refinements gives your team a better starting point next time without changing other gigs.

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Working on a gig’s checklist

A gig’s Checklist tab shows each phase as a section with a completion ring and its tasks below. Due dates are badged: overdue tasks in red, tasks due today in amber, both read in the gig’s time zone. Use Search tasks or people and the All, Open, Overdue, and Done filters to narrow the list. If you can edit the gig, edit in place. There is no separate edit mode:

• Rename a task or a section by clicking its name.
• Set a task’s assignee and due date from its row, and expand the task to add notes.
• Add a task under a section with Add a task, or add a section at the bottom of the list.
• Delete a task or a section from its row.

Each change saves on its own.

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Bulk edit

On a gig’s Checklist tab, choose Select to check off several tasks instead of opening each one. With tasks selected, a bar along the bottom of the tab lets you:

• Set status: move every selected task to Not started, In progress, or Complete.
• Assign to: assign every selected task to one teammate, or clear the assignee.
• Due date: set a specific date, shift every selected due date by a day or a week, or clear it.
• Delete the selected tasks (this asks for confirmation first).

Choose Done to exit selection mode.

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Permissions

Editing templates requires the owner or admin role. The mailbox Tasks tab is open to everyone: every member sees their own assigned work there, and never anyone else’s. Once tasks are on a gig, anyone with edit access to that gig can check them off and add ad-hoc items. An assignee can always update the status of a task assigned to them, from their tasks list or the gig, even without edit access to the gig; changing anything else about the task still needs gig edit access.

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