Note: Call Lists is a Pro tier feature. Upgrade to Pro or Team plan to access this functionality.
What is a call list?
A Call List is a saved team configuration that defines which members to contact for each position—and in what order. The “call order” system lets you set primary assignees and backups, so if your first choice declines, you know exactly who to contact next. Example:Why use call lists?
Organized priority system
Define not just who you want, but your backup plan:- Primary (Call Order 0) — Your first choice for the position
- Backup 1 (Call Order 1) — Contact if primary declines
- Backup 2 (Call Order 2) — Next in line, and so on
Save time
Instead of manually building teams for each gig, apply a call list in seconds and have your entire team structure ready.Ensure consistency
Regular lineups stay consistent across gigs. Never forget to add a critical position or team member.Reduce staffing stress
When your first choice isn’t available, you already know who to call next—no scrambling to find substitutes.Creating a call list
Navigate to Call Lists
Go to Teams in the main navigation, select Call Lists tab, and click + Create Call List
Name Your Call List
Give it a clear, descriptive name:
- ✓ “Full Band - 5 Piece”
- ✓ “Acoustic Duo”
- ✓ “Wedding Full Production”
- ✗ “calllist1” or “team”
Add Positions
Click Add Position, select from your organization’s positions, and repeat for all positions in this configuration.
Assign Members with Call Order
For each position, add your primary member (Call Order 0), then optionally add backup members (Call Order 1, 2, 3…). Each person gets a priority number.
Understanding call order
How call order works
| Call Order | Meaning | When to Contact |
|---|---|---|
| 0 | Primary choice | Always contact first |
| 1 | First backup | If primary declines |
| 2 | Second backup | If first backup declines |
| 3+ | Additional backups | Continue down the list |
Example scenario
Position: Lead Guitar- Call Order 0: John (Primary)
- Call Order 1: Marcus (Backup)
- Call Order 2: Chris (Second Backup)
- John receives the gig invitation first
- If John declines → Marcus is notified/contacted
- If Marcus declines → Chris is notified/contacted
- Continue until someone accepts
Using call lists
Applying to a new gig
- Create a new gig with basic details
- Go to the Team section
- Click Apply Call List
- Select your desired call list
- All positions and primary members are populated
What gets applied
When you apply a call list:- All positions are added to the gig
- Primary members (Call Order 0) are assigned
- Backup information is preserved for reference
- Positions appear in the call list’s order
What you still need to set
Call lists don’t include (set per gig):- Performance fees
- Fee notes or payment terms
- Gig-specific instructions
Making adjustments
After applying a call list, you can:- Change individual assignments
- Add or remove positions
- Set performance fees
- Swap in a backup if needed
- Add notes and details
Managing call lists
Viewing your call lists
- Go to Teams → Call Lists
- See all saved call lists
- Click any call list to view details
Editing a call list
- Open the call list
- Click Edit
- Modify positions, members, or call orders
- Save changes
Deleting a call list
- Open the call list
- Click Delete
- Confirm deletion
Deleting a call list doesn’t affect gigs where it was previously applied.
Duplicating a call list
Create variations based on existing call lists:- Open a call list
- Click Duplicate
- Modify as needed
- Save with a new name
Call list examples
Standard band configurations
5-Piece Rock Band| Position | Primary | Backup 1 | Backup 2 |
|---|---|---|---|
| Lead Vocals | Sarah | Jessica | — |
| Lead Guitar | John | Marcus | Chris |
| Rhythm Guitar | Alex | John | — |
| Bass | Mike | Alex | — |
| Drums | Dave | Tyler | — |
- Saxophone → Primary + 1 backup
- Piano → Primary + 1 backup
- Bass → Primary + 1 backup
- Drums → Primary + 1 backup
- Vocals/Guitar 1 → Primary only
- Vocals/Guitar 2 → Primary + 1 backup
Event-specific configurations
Wedding Full Production| Position | Primary | Backups |
|---|---|---|
| Lead Vocals | Sarah | 2 backups |
| Guitar | John | 1 backup |
| Bass | Mike | 1 backup |
| Drums | Dave | 1 backup |
| Keys | Lisa | 1 backup |
| Sound Engineer | Tom | 2 backups |
| DJ | Chris | 1 backup |
- Full band positions with 2 backups each
- Full crew positions with 2 backups each
- Critical roles (Sound, Stage Manager) with 3 backups
Crew-only call lists
Full Production Crew- Sound Engineer (FOH) → Primary + 2 backups
- Monitor Engineer → Primary + 1 backup
- Lighting Tech → Primary + 1 backup
- Stage Manager → Primary + 2 backups
- Backline Tech → Primary + 1 backup
Best practices
Create call lists for common scenarios
Think about your regular gig types:- Weekly residency lineup
- Typical wedding configuration
- Festival full band + crew
- Stripped-down acoustic setup
Set realistic backup depth
How many backups do you need?| Position Criticality | Recommended Backups |
|---|---|
| Essential (vocals, drums) | 2-3 backups |
| Important (guitar, keys) | 1-2 backups |
| Flexible roles | 0-1 backups |
Keep call lists updated
When team members change:- Update call lists with new members
- Adjust call orders based on availability patterns
- Remove members who’ve left
- Add new reliable collaborators
Use clear naming
Name call lists so anyone in your organization understands:- Include the configuration type
- Note the size or style
- Be specific enough to differentiate
- “Wedding - 6 Piece with Horns”
- “Club - Standard Trio”
- “Corporate - Background Music Duo”
Review periodically
Set a reminder to review call lists:- Are primary members still your first choice?
- Do backup orders reflect current preferences?
- Are there inactive members to remove?
Troubleshooting
Call list not showing members?
- Members must be part of your organization
- Removed members won’t appear
- Re-edit call list with current members
Can’t apply call list to gig?
- Verify you have edit access to the gig
- Check that positions exist in organization
- Ensure call list is saved correctly
Applied wrong call list?
- Remove all positions from gig team
- Apply the correct call list
- Or manually adjust as needed
Backups not being contacted automatically?
- Backup notification may require manual action
- Check if your plan includes automatic backup notification
- Contact backups manually using the call order as reference
Call lists vs. manual assignment
| Scenario | Recommended Approach |
|---|---|
| Regular weekly gig | Call List |
| One-time unique event | Manual |
| Similar events with same team | Call List |
| Events needing many substitutes | Call List (use backups) |
| New organization (few gigs) | Manual to start |
| Established operation (many gigs) | Call Lists for efficiency |
Related guides
- Teams Overview — Understanding team management
- Positions — Defining roles
- Building Teams for Gigs — Staffing events
- Subscription Plans — Feature availability by tier