Invitations

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Types of invitations

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Organization invitations

Inviting someone to join your Soundcheck organization as a member.

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Gig invitations

Inviting an existing member (or external contact) to participate in a specific gig.

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Organization invitations

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Who can send organization invitations?

• Owners — Full invitation capabilities
• Admins — Can invite new members
• Members — Cannot send invitations

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Sending an organization invitation

1. Navigate to Organization Settings → Members
2. Click Invite Member
3. Enter the person’s email address
4. Select their role (Admin or Member)
5. Click Send Invitation

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What happens next

For the invitee:

1. They receive an email invitation
2. Email contains a link to accept
3. If new to Soundcheck: They create an account
4. If existing user: They accept and join your org
5. They appear in your member list

For you:

• Invitation shows as “Pending”
• You can view pending invitations
• You can revoke if needed

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Invitation statuses

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Revoking an invitation

If you need to cancel a pending invitation:

1. Go to member management
2. Find the pending invitation
3. Click Revoke or cancel option
4. Invitation is no longer valid

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Resending an invitation

If someone didn’t receive or lost the invitation:

1. Revoke the existing invitation
2. Send a new invitation
3. Or use a “Resend” option if available

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Gig invitations

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What is a gig invitation?

When you assign someone to a position on a gig, they receive an invitation to participate.

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Who receives gig invitations?

• Organization members assigned to positions
• External contacts added to the gig

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Sending gig invitations

Automatic (when assigning):

1. Open a gig
2. Add a position
3. Assign a member
4. Invitation sends automatically (or when you save)

Controlled sending:

1. Build your team assignments
2. Save without sending
3. Review all assignments
4. Click “Send Invitations” when ready

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Gig invitation contents

Recipients see:

• Event title and details
• Date, time, and location
• Position they’re assigned
• Performance fee (if specified)
• Fee notes and terms
• Option to respond

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Responding to invitations

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Organization invitation response

When invited to join an organization:

1. Click link in email
2. Log in or create account
3. Review organization details
4. Accept or decline

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Gig invitation response

When invited to a gig:

1. Receive notification (email and/or in-app)
2. Review gig details
3. Choose response:
   • Accept — Confirms attendance
   • Decline — Cannot attend
   • Tentative — Possibly available

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Managing gig invitation responses

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Viewing responses

On any gig’s team section:

• See status for each assigned member
• Color-coded indicators
• Quick overview of confirmations

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Handling declines

When someone declines:

1. You’re notified of the decline
2. Position shows as unfilled
3. Backup assignee (if set) may be notified
4. Or manually assign someone new

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Following up

For pending invitations:

• Consider sending reminders
• Use external communication if needed
• Set response deadlines

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External contact invitations

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What are external contacts?

People you invite to gigs who don’t have Soundcheck accounts.

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Inviting external contacts

1. On a gig, click Add External or Invite New
2. Enter their details:
   • First name
   • Last name
   • Email address
3. Assign to a position
4. They receive email invitation

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External contact limitations

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When to use external contacts

Good for:

• One-time collaborators
• Substitute players
• People who won’t join Soundcheck
• Quick invitations to non-members

Better to invite as members:

• Regular collaborators
• People you work with often
• Those who’d benefit from full access

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Invitation best practices

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For organization invitations

Send to correct email:

• Verify email address before sending
• Use their preferred contact

Choose appropriate role:

• Member for most people
• Admin only when needed

Follow up:

• Check if invitation was received
• Resend if needed

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For gig invitations

Include complete information:

• Accurate date and time
• Correct venue details
• Clear fee information

Send with adequate notice:

• More notice = better responses
• Last-minute invites have lower acceptance

Set performance fees:

• Include fee in invitation
• Specify payment terms

Use call order for backups:

• Primary assignee (call order 0)
• Backup assignee (call order 1+)
• Automatic fallback if declined

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Invitation timing

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When to send organization invitations

• When someone joins your team
• Before they need to access Soundcheck
• After discussing the platform with them

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When to send gig invitations

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Troubleshooting

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Invitation not received?

Check:

• Correct email address entered
• Spam/junk folder
• Email server issues
• Resend the invitation

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Can’t accept invitation?

Try:

• Click link again
• Log in first, then click link
• Check if invitation expired
• Request a new invitation

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Invitation expired?

• Ask for a new invitation
• Invitations typically expire after a set period
• Prompt response is best

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Duplicate invitations?

• Each email should only have one active invitation
• Revoking and resending creates a fresh invitation
• Check for duplicates in pending list

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Notification settings

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What generates notifications

Organization invitations:

• Email when invited
• In-app notification when accepted

Gig invitations:

• Email notification
• In-app notification
• Updates when gig changes

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Managing notification preferences

Members can typically adjust:

• Email notification frequency
• Types of notifications received
• Check profile/settings for options

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Security and invitations

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Protecting your organization

• Only Owners/Admins can send invitations
• Invitations are tied to specific email addresses
• Expired/revoked invitations can’t be used

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Invitation links

• Links are unique per invitation
• Should not be shared publicly
• If compromised, revoke and resend

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Related guides

• Managing Members — After they accept
• Roles & Permissions — What role to assign
• Team Building for Gigs — Gig-specific invitations
• Organization Setup — Initial configuration