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Soundcheck has two kinds of invitation, and they behave differently:

Organization invitations

Bring a new person into your org. Sent by email or text message; the person joins your roster when they accept.

Gig invitations

Ask an existing member (or someone new) to fill a position on a specific event. Supports a draft-then-send workflow. Used by organizations that have not switched to crew staffing.
New organizations staff gigs with crew shifts and offers instead of gig invitations. See Staffing and shifts. Organization invitations work the same either way.

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Organization invitations

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Who can invite

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Sending

1

Open the invite form

Choose Invite in the header from any page, or open Settings → People → Staff and choose Invite. In the mobile app, choose Invite people in the Gigs menu, Invite new people on a gig’s Team tab, or + on the Members screen of your organization settings. Only owners and admins see these.
2

Add people

Each person is one row: first name, last name, and an email or phone number. Names are required. Soundcheck sends by email when the contact has an @ and by text message otherwise. Use Add another for more rows (Add another person in the mobile app). In the mobile app, Import from contacts fills rows from your address book, preferring a mobile number, then a primary number, then an email.
3

Pick a role

Member, Gig Coordinator (when enabled), Finance, or Admin. Only the Owner can pick Admin or Finance. Every role except Member uses a staff seat, so those roles are disabled when you’re out of staff seats.
4

Send

Each person gets an email or a text with an invitation link and appears as Pending on your roster under their name, with the email or phone beneath it.
Pending invitations count toward your seat limit. If sending would exceed it, the whole batch is blocked with a message like “Pro plan is limited to 25 users.” See Seat limits.

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Statuses

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Revoking and resending

To cancel a pending invitation, open its row menu in the Staff list and choose Revoke invite. The link stops working and the seat is freed. To resend, choose Resend invite on the same row. Soundcheck revokes the old link and sends a new one that keeps the person’s name. Text-message invitations expire, so resend one if its link stops working. In the mobile app, pending rows under Members have a resend button next to revoke. If the new invitation can’t be sent after the old one was revoked, Soundcheck tells you so you can send a fresh invite. A join link lets people outside your organization ask to join without a personal invitation. Owners and admins manage it in the Join link card at the top of Settings → People → Staff.
  • Create join link makes one link for your organization. Use Copy link to share it.
  • Reset link replaces it with a new one, and the old link stops working. Disable turns the link off.
  • Requests already waiting stay in the list when you reset or disable the link.
Someone who opens the link sees Join and your organization’s name. They create an account or sign in, then choose Request to join. Their request appears under Waiting for approval in the Join link card with their name and email. Choose Approve or Decline. Approved people join as Member. The link never grants a higher role; change it afterward from their row (see Changing a role).

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Signing up from an invitation

When the invited person opens the link and creates an account, Soundcheck fills in the first and last name from the invitation. They can change it before they continue; what they enter becomes their profile name. If you already entered their phone number or positions on the roster, their profile step starts with those filled in. In the mobile app:
  • Invitation emails open the Soundcheck app when it is installed.
  • Someone who already has an account can accept an invitation to another organization from Mailbox, then switch into it.
If someone says they never got the email, check the address is correct and ask them to look in spam before you revoke and resend.

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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. A gig invitation only opens for the person it was sent to. They must sign in with the email or phone number it was sent to. Anyone else sees “This invite isn’t available for this account.”

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Switching to crew staffing

Organizations that still use gig invitations can switch to crew staffing. Owners and admins open Settings → Gigs → Gig workflow and choose Switch to crew staffing on the Crew staffing card. Before you confirm, the card counts what will change.
  • Invitations on upcoming gigs become crew shifts with the same people, responses, backup order, and pay. No one is notified.
  • Past gigs stay on invitations, and so do invitees who can’t be matched to a member and position. The card lists them.
  • New gig invitations can no longer be created. You can’t switch back.
  • In the mobile app, an old invitation link shows This invite moved to a crew offer with a button to open the offer.
  • Crew on older versions of the Soundcheck app should update it to see and answer their shifts.
Each gig runs in one mode. A gig from another organization follows that organization’s setting.

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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. On a draft gig, invitations stay unsent even after you save the team; publishing the gig sends the pending ones. Backups stay on standby.
1

Build the team as drafts

Add positions, assign members or people outside your organization, 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. A half-built lineup never reaches your crew.

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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”.

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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.

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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.

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People outside your organization

Not everyone you staff is on your roster. Owners and admins can invite someone new straight onto a gig.
1

Pick Invite via email

In Manage Team, open a position’s people picker and choose Invite via email. The sheet reads Invite someone new to this gig.
2

Enter their details

Add their name and an email or phone number. Soundcheck sends the invite by email or text message, and they show as Pending until they accept.
Invite regular collaborators as organization members so they’re reusable on future gigs.

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One-off guests

For someone who only needs gig details and an RSVP, such as a guest performer, add them under One-off guests in Manage Team. Enter a Guest name, an optional phone number, and optional information to share. Choose Add guest, or Add guest & send SMS when you entered a phone number.
  • Each guest gets a private link. It shows the gig title, date, time, location, and your message, never notes, money, or crew details.
  • Guests RSVP from the link without creating an account.
  • Copy the link to share it yourself, or check the SMS status next to the guest.
  • Links expire after 90 days. Remove guest & revoke link turns a link off right away.

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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.

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Troubleshooting

You’re at your seat limit. Pending invitations count too. Free up seats or upgrade. See Seat limits.
Delivery failed, usually a bad email on the contact. Correct the address and re-send from the team section.
Check the gig’s status first. If the gig is a draft, set it to Active: publishing sends every held invitation. On an active gig, invitations start as drafts; send them from the gig’s team section to notify recipients.
Confirm the address, check spam, then choose Resend invite (org) or re-send (gig).
Your organization staffs gigs with crew shifts. Add people under Crew on the gig’s People tab instead. See Staffing and shifts.

Managing members

After they accept

Roles & permissions

Which role to assign

Team building for gigs

Staffing a specific event

Mailbox

Where recipients respond