> ## Documentation Index
> Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Key Concepts
> Core terminology and concepts you need to understand to use Soundcheck effectively
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](/features/dashboard).
***
## 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:**
| Status | Description |
| ------------- | -------------------------------------------------- |
| **Draft** | Being planned, not finalized |
| **Active** | Confirmed and ready for workflows |
| **Completed** | The event has happened; ready for close-out |
| **Settled** | Closed out — payouts done and the books reconciled |
| **Cancelled** | Called off; kept for records but no longer active |
| **Template** | A reusable gig structure for future drafts |
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](/features/gigs/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](/features/gigs/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:**
| Type | Description |
| ------------------------ | --------------------------------------------- |
| **Organization Members** | Users with Soundcheck accounts in your org |
| **External Contacts** | People who receive invitations via email only |
### 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:**
| Status | Description |
| ------------- | -------------------------------------- |
| **Pending** | Awaiting response |
| **Accepted** | Member confirmed participation |
| **Declined** | Member cannot participate |
| **Tentative** | Member indicated possible availability |
***
## 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](/features/engagements/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](/features/imports/overview) converts CSVs into it. The [UEF reference](/features/imports/universal-event-format) 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](/crm/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:**
| Status | Description |
| --------------- | -------------------------------- |
| **New** | Fresh inquiry, not yet contacted |
| **Contacted** | Initial outreach made |
| **Qualified** | Confirmed as viable opportunity |
| **Negotiating** | In discussion about terms |
| **Won** | Converted to booked gig |
| **Lost** | Opportunity did not convert |
***
## 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
Learn more about roles and permissions
***
## Calendar
The **Calendar** provides visual views of your scheduled gigs:
| View | Description |
| -------------- | ------------------------------------- |
| **Month View** | Overview of all events in a month |
| **Week View** | Detailed weekly schedule |
| **List View** | Chronological list of upcoming events |
***
## 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:**
| Time | Activity |
| ------- | ------------ |
| 2:00 PM | Load-in |
| 3:00 PM | Sound check |
| 5:00 PM | Dinner break |
| 6:30 PM | Doors open |
| 7:00 PM | First set |
| 8:00 PM | Intermission |
| 8:15 PM | Second set |
***
## Next steps
Now that you understand the key concepts:
* [Follow the First 7 Days Guide](/getting-started/first-7-days) — Structured onboarding
* [Tour the platform](/getting-started/overview) — See these concepts in action
* [Create Your First Gig](/features/gigs/creating-gigs) — Put your knowledge to use
* [Explore the Glossary](/reference/glossary) — Reference for all terminology