Organization setup

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.

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What is an organization?

An Organization in Soundcheck represents your band, company, or solo act. It’s the container for:

• All your gigs and events
• Your song library and setlists
• Team members and positions
• Leads and business opportunities
• Settings and preferences

Think of it as your digital headquarters for managing performances.

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Creating your organization

When you first sign up for Soundcheck, you’ll create or join an organization.

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New organization

If you’re starting fresh:

1. Complete Soundcheck registration
2. You’ll be prompted to create an organization
3. Enter your organization name
4. Configure initial settings
5. Your organization is ready

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Joining an existing organization

If you’re invited to an existing organization:

1. Click the invitation link
2. Create your Soundcheck account (if new)
3. Accept the invitation
4. You’re now a member of that organization

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Organization settings

Access settings through the main navigation:

1. Click Settings or your organization name
2. Navigate to Organization Settings
3. Configure available options

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Basic information

Organization Name Your band, company, or act name as it appears throughout Soundcheck. Organization Description (if available) A brief description for internal reference.

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Display settings

Default Timezone Important for accurate event scheduling:

• All times display in this timezone
• Affects calendar views
• Set to your primary operating timezone

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Branding (where available)

Organization Logo Upload your logo for:

• Dashboard display
• Team communications
• Professional appearance

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Multi-organization support

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Belonging to multiple organizations

You can be a member of several organizations:

• Play in multiple bands
• Manage several acts
• Work as both performer and crew

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Switching organizations

When you belong to multiple organizations:

1. Look for the organization selector
2. Click to see your organizations
3. Select the one you want to work with
4. All data switches to that organization

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Context matters

Remember:

• Gigs belong to specific organizations
• Setlists are per-organization
• Team members may overlap across organizations
• Settings are organization-specific

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Organization structure

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Owner

• Created or was assigned ownership of the organization
• Full administrative control
• Cannot be removed (ownership must be transferred)
• Manages billing and subscription

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Admins

• Can manage most aspects of the organization
• Add/remove members
• Create and edit gigs, setlists, teams
• Cannot manage billing or delete organization

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Gig Coordinators

• Can manage gig operations and scheduling
• Create and edit gigs, setlists, teams, call lists, and availability requests
• Cannot manage members, billing, payouts, P&L, or organization settings

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Members

• Can view gigs they’re assigned to
• Respond to invitations
• Limited administrative access
• Participate in team activities

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Essential setup tasks

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1. Configure basic settings

• Set organization name correctly
• Configure timezone
• Upload logo (optional)

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2. Define positions

• Create all positions your organization uses
• Add descriptions where helpful
• Consider all event types you handle

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3. Invite initial team

• Add other owners/admins who need full access
• Invite regular team members
• Share organization with collaborators

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4. Build your song library

• Add songs your group performs
• Include key, tempo, duration
• Attach charts and resources

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5. Create first gig or import data

• Add an upcoming gig
• Or import existing schedule

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6. Set up gig payments

If your organization will pay members through Soundcheck:

• Connect the organization’s Stripe account
• Add at least one payout funding method
• Choose the default payout currency
• Ask paid members to complete Stripe Connect onboarding

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Onboarding configuration

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Phone verification

Organization onboarding forms can require phone verification for phone fields. Verification is handled through Clerk SMS flows. If a phone field is required, members must verify the number before continuing. Optional phone fields can be skipped.

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Positions step

Add a Positions onboarding step when you want members to identify the roles they can perform. Members choose from the active position catalog, and Soundcheck saves those assignments to their member profile. Create the positions first from organization settings so the onboarding step has the right choices.

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Managing your subscription

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Viewing your plan

Access subscription information:

1. Go to Settings
2. Navigate to Subscription or Billing
3. See your current plan and features

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Upgrading

To access more features:

1. Review available plans
2. Select desired plan
3. Complete payment process
4. Features unlock immediately

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Billing management

Organization owners can:

• Update payment methods
• View billing history
• Download invoices
• Cancel or modify subscription

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Data and privacy

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Your data

Everything you create belongs to your organization:

• Gig records
• Setlists and songs
• Team information
• Lead data

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Data isolation

Each organization’s data is separate:

• Members of Organization A cannot see Organization B’s data
• Even if the same person belongs to both
• Complete privacy between organizations

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Data retention

Your data remains as long as:

• Your subscription is active
• You don’t delete it
• The organization exists

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Organization administration

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What owners can do

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What admins can do

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Troubleshooting setup

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Can’t create organization?

• Ensure registration is complete
• Check email verification
• Try refreshing the page

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Settings not saving?

• Verify you have owner/admin role
• Check internet connection
• Try logging out and back in

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Members not seeing data?

• Verify they’ve accepted invitation
• Check their role permissions
• Ensure they’re viewing correct organization

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Best practices

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Choose a clear name

Your organization name appears everywhere. Make it recognizable and professional.

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Set correct timezone

Incorrect timezone causes scheduling confusion. Set it once, correctly.

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Establish roles early

Decide who needs admin access before inviting. It’s easier to grant than revoke.

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Document your structure

Know who’s responsible for what within your organization.

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Next steps

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Related reading