Skip to main content
Before diving into Soundcheck, familiarize yourself with these core concepts. Understanding this terminology will help you navigate the platform effectively.

​
Organizations

An Organization is the foundational unit in Soundcheck. It represents your band, entertainment company, or solo act. Key points:
  • All gigs, setlists, teams, and settings belong to an organization
  • You can be a member of multiple organizations
  • Each organization has its own subscription and feature access
  • Organizations have owners, admins, and members with different permissions
Example: “The Blue Notes” (a jazz quartet) is an organization. All their gigs, setlists, and team members are managed within this organization.

​
Home

Home is your personalized, org-scoped landing page — the first thing you see after signing in. It shows a greeting, quick actions, at-a-glance stats, a recent-activity feed, and (on plans that include it) finance roll-ups. Home replaced the older Dashboard. See The Home page.

​
Gigs

A Gig (also called an Event) represents a scheduled performance or engagement. What a gig includes:
  • Event title and type
  • Date, start time, and end time
  • Venue location with map integration
  • Event notes and description
  • Team assignments
  • Attached files (contracts, stage plots, etc.)
  • Timeline/schedule for the day
  • Associated setlist
Gig statuses: Gigs can also be Archived to tuck completed history out of your main lists without deleting it.

​
Closeout

Closeout is the wind-down after an event happens — moving a gig from Completed to Settled: confirming attendance, paying crew, reconciling the money, and collecting reviews. It’s how a finished show becomes a clean, closed record. See Post-event closeout.

​
Tours

A Tour is a lightweight “folder” that groups related gigs together — a run of shows, a season, or a multi-week tour — with a financial roll-up across the whole group. Each gig optionally belongs to one tour; grouping is flat. See Tours.

​
Setlists

A Setlist is a collection of songs organized for a performance. Structure:
  • Setlist — The complete performance plan
  • Sets — Groupings within a setlist (e.g., “First Set,” “Acoustic Set,” “Encore”)
  • Songs — Individual tracks within each set
Song information:
  • Title and artist
  • Duration
  • Musical key and tempo (BPM)
  • Performance notes
  • Media links (chord charts, lyrics, backing tracks)

​
Song library

The Song Library is your organization’s complete catalog of songs. Features:
  • Central repository for all songs your group performs
  • Reusable across multiple setlists
  • Searchable by title, artist, key, or tempo
  • Supports attached media files

​
Teams & positions

​
Positions

A Position represents a role or job that needs to be filled for a gig. Examples:
  • Lead Vocals
  • Lead Guitar
  • Bass
  • Drums
  • Sound Engineer
  • Lighting Tech
  • Tour Manager
Positions are defined at the organization level and can be assigned to any gig.

​
Team members

Team Members are people associated with your organization who can be invited to gigs. Member types:

​
Call lists

Call Lists (Pro feature) are saved team configurations with priority ordering that can be quickly applied to new gigs.
Key feature: Call lists let you define not just who you want for each position, but also your backup choices in order (call order). If your primary choice declines, you know exactly who to contact next.
Example: Your “Standard 5-Piece” call list includes primary members for vocals, guitar, bass, drums, and keys—plus backups for critical positions—ready to apply to any new gig with one click.

​
Invitations

An Invitation is a request sent to a team member to participate in a specific gig. Invitation details include:
  • Position being offered
  • Performance fee
  • Fee notes and payment terms
  • Call order (primary vs. backup)
Invitation statuses:

​
Mailbox

Anything waiting on a response — an invitation, a crew offer, an availability check, or an onboarding prompt — lands in Mailbox. They all share one inbox so you never hunt across separate lists.
  • Invitation — a request to fill a position on a specific gig.
  • Crew Offer — a staffing offer for an open shift; accepted offers can add a member to a gig.
  • Availability Request — a scheduling request asking whether a member is free for a date or window.
  • Onboarding — a prompt for a new member to finish setting up; it routes into the onboarding flow rather than an accept/decline.
Every member has a personal My Mailbox at /engagements. Owners, admins, and gig coordinators also get Mailbox at /org-engagements, an org-wide view of everything the organization has sent. See Mailbox overview for the full inbox model.

​
Imports & the Universal Event Format

The Universal Event Format (UEF) is the canonical JSON shape Soundcheck uses internally for events coming from imports and partner sync feeds. You don’t write UEF by hand — the Imports wizard converts CSVs into it. The UEF reference documents the schema if you’re building a partner integration.

​
Sponsors

A Sponsor is a person or organization that supports your events, seasons, or campaigns financially or in kind. The CRM tracks sponsor records, contacts, and commitments. Team plan and above. See Sponsors.

​
Leads

A Lead (Team plan and above) represents a potential booking inquiry or business opportunity. Lead information:
  • Contact name and details
  • Event type and potential date
  • Venue information
  • Budget expectations
  • Notes and follow-up status
Lead statuses:

​
User roles

Soundcheck uses role-based permissions to control access:

​
Organization owner

  • Full control over all organization settings
  • Can manage billing and subscriptions
  • Can add/remove admins and members
  • Can delete the organization

​
Organization admin

  • Can manage gigs, setlists, and teams
  • Can invite and manage members
  • Can access most organization features
  • Cannot modify billing or delete organization

​
Gig coordinator

  • Can manage gig operations, setlists, teams, call lists, availability requests, and CRM operations
  • Cannot access billing, P&L, payouts, or member administration
  • Useful for delegating day-to-day booking work without exposing financial controls

​
Organization member

  • Can view gigs they’re invited to
  • Can respond to invitations
  • Can view shared setlists
  • Limited administrative access

Roles & Permissions

Learn more about roles and permissions

​
Calendar

The Calendar provides visual views of your scheduled gigs:

​
Attachments

Attachments are files associated with a gig:
  • Contracts and agreements
  • Stage plots and technical riders
  • Venue maps and parking info
  • Promotional materials
  • Any other relevant documents
Supported file types include PDFs, images, documents, and more.

​
Timeline

A Timeline (or Schedule) breaks down the day-of activities for a gig: Example timeline items:

​
Next steps

Now that you understand the key concepts: