Organization invitations
Bring a new person into your org as a member. Sent by email; the person joins your roster when they accept.
Gig invitations
Ask an existing member (or external contact) to fill a position on a specific event. Supports a draft-then-send workflow.
Organization invitations
Who can invite
Sending
1
Open Members
Sidebar → Organization → Members.
2
Enter emails
Add one or more addresses in the inline invite panel (comma-separated).
3
Pick a role
Member, Gig Coordinator (when enabled), or Admin — the Admin option is disabled if you’re out of admin seats.
4
Send
Each person gets an email with a join link and appears as Pending on your roster.
Statuses
Revoking and resending
To cancel a pending invitation, find it in the Members list and revoke it — the link stops working and the seat is freed. To resend, revoke the old invitation and send a fresh one to the same address; each new invite carries a new link.Gig invitations
A gig invitation asks someone to fill a specific position on an event. Unlike org invitations, gig invitations support a draft-then-send workflow so you can build the full lineup before anyone is notified.Draft vs sent
When you add people to a gig’s team, their invitations start as drafts — parked, not yet delivered. Nobody is notified until you send.1
Build the team as drafts
Add positions, assign members or external contacts, and set fees. These sit as unsent drafts. The team section shows a single Draft badge while invitations are still parked.
2
Review the full lineup
Confirm assignments, fees, and backups before anyone hears from you.
3
Send / make live
Activate the invitations. Recipients are notified by email, and in-app and push for members, and the invites move from draft to sent.
Because invitations start as drafts, you can stage an entire gig’s staffing quietly and release it all at once — no half-built lineup reaches your crew.
Delivery-status badges
Once you send, each invitation on the team section carries a badge that reflects both its delivery state and the recipient’s response:A recipient’s response always wins over delivery state — once someone accepts or declines, the badge shows their answer rather than “Pending”.
Resending a failed invite
If an invitation shows Failed, fix the underlying issue (usually the email address on the contact) and re-send it from the team section. Drafts can likewise be re-activated at any time.What recipients see
A gig invitation includes the event title and details, date, time and location, the assigned position, the performance fee and any fee notes, and the option to respond.External contacts
Not everyone you staff has a Soundcheck account. External contacts are people you invite to a gig by email only.1
Add external on the gig
In the team section choose Add external and enter their name and email.
2
Assign and send
Assign them to a position and send — they respond from the email.
Use external contacts for one-off subs; invite regular collaborators as members so they’re reusable.
Call order and backups
When you staff a position you can add more than one person in call order — a primary (call order 0) and backups (1, 2, …). If the primary declines, you know exactly who’s next. Call order is also what call lists save and reuse.Troubleshooting
My org invitation was blocked before sending
My org invitation was blocked before sending
You’re at your seat limit — pending invitations count too. Free up seats or upgrade. See Seat limits.
A gig invitation shows 'Failed'
A gig invitation shows 'Failed'
Delivery failed — usually a bad email on the contact. Correct the address and re-send from the team section.
I built a team but nobody was notified
I built a team but nobody was notified
Invitations start as drafts. Send / make them live from the gig’s team section to notify recipients.
Invitation not received
Invitation not received
Confirm the address, check spam, then revoke and resend (org) or re-send (gig).
Related guides
Managing members
After they accept
Roles & permissions
Which role to assign
Team building for gigs
Staffing a specific event
Mailbox
Where recipients respond