> ## 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.

# Invitations

> Bring people into your organization and staff specific gigs — including the draft-vs-sent model, delivery-status badges, and resending.

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

<CardGroup cols={2}>
  <Card title="Organization invitations" icon="user-plus">
    Bring a new person into your org as a member. Sent by email; the person joins your roster when they accept.
  </Card>

  <Card title="Gig invitations" icon="calendar-check">
    Ask an existing member (or external contact) to fill a position on a specific event. Supports a draft-then-send workflow.
  </Card>
</CardGroup>

***

## Organization invitations

### Who can invite

| Role            | Can send org invitations |
| --------------- | :----------------------: |
| Owner           |             ✓            |
| Admin           |             ✓            |
| Gig Coordinator |             —            |
| Member          |             —            |

### Sending

<Steps>
  <Step title="Open Members">
    Sidebar → **Organization** → **Members**.
  </Step>

  <Step title="Enter emails">
    Add one or more addresses in the inline invite panel (comma-separated).
  </Step>

  <Step title="Pick a role">
    **Member**, **Gig Coordinator** (when enabled), or **Admin** — the Admin option is disabled if you're out of admin seats.
  </Step>

  <Step title="Send">
    Each person gets an email with a join link and appears as **Pending** on your roster.
  </Step>
</Steps>

<Warning>
  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](/organization/members#seat-limits).
</Warning>

### Statuses

| Status       | Meaning                           |
| ------------ | --------------------------------- |
| **Pending**  | Sent, awaiting the person's reply |
| **Accepted** | They joined your organization     |
| **Revoked**  | You cancelled the invitation      |

### 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.

<Tip>
  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.
</Tip>

***

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Review the full lineup">
    Confirm assignments, fees, and backups before anyone hears from you.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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.
</Note>

### 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:

| Badge        | Meaning                                                     |
| ------------ | ----------------------------------------------------------- |
| **Draft**    | Not yet sent — parked as a draft (event-level while unsent) |
| **Failed**   | Sending failed (e.g. a bad or unreachable email address)    |
| **Pending**  | Delivered and awaiting the recipient's response             |
| **Accepted** | Recipient confirmed                                         |
| **Declined** | Recipient can't do it                                       |

<Info>
  A recipient's response always wins over delivery state — once someone accepts or declines, the badge shows their answer rather than "Pending".
</Info>

### 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.

<Steps>
  <Step title="Add external on the gig">
    In the team section choose **Add external** and enter their name and email.
  </Step>

  <Step title="Assign and send">
    Assign them to a position and send — they respond from the email.
  </Step>
</Steps>

| Capability                | Organization member | External contact |
| ------------------------- | :-----------------: | :--------------: |
| Receives invitation       |    In-app + email   |    Email only    |
| Signs in to Soundcheck    |         Yes         |        No        |
| Responds via              |   In-app or email   |       Email      |
| Available for future gigs |        Always       |   Must re-enter  |

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](/organization/teams/call-lists) save and reuse.

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="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](/organization/members#seat-limits).
  </Accordion>

  <Accordion title="A gig invitation shows 'Failed'">
    Delivery failed — usually a bad email on the contact. Correct the address and re-send from the team section.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Invitation not received">
    Confirm the address, check spam, then revoke and resend (org) or re-send (gig).
  </Accordion>
</AccordionGroup>

***

## Related guides

<CardGroup cols={2}>
  <Card title="Managing members" icon="users" href="/organization/members">
    After they accept
  </Card>

  <Card title="Roles & permissions" icon="user-shield" href="/organization/roles-permissions">
    Which role to assign
  </Card>

  <Card title="Team building for gigs" icon="user-plus" href="/features/gigs/team-building">
    Staffing a specific event
  </Card>

  <Card title="Mailbox" icon="inbox" href="/features/engagements/overview">
    Where recipients respond
  </Card>
</CardGroup>