> ## 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.

# Call lists

> Save reusable team configurations with priority ordering for efficient gig staffing

<Info>
  **Note:** Call Lists is a **Pro tier** feature. Upgrade to Pro or Team plan to access this functionality.
</Info>

***

## 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:**

```
Call List: "Full Band - 5 Piece"
├── Lead Vocals
│   ├── Call Order 0 (Primary): Sarah
│   └── Call Order 1 (Backup): Jessica
├── Lead Guitar
│   ├── Call Order 0 (Primary): John
│   └── Call Order 1 (Backup): Marcus
├── Bass → Mike (Primary)
├── Drums → Dave (Primary)
└── Keys → Lisa (Primary)
```

When you apply this call list to a gig, positions are populated with your primary choices. If someone declines, you can easily see who the next person to contact is.

***

## 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

<Steps>
  <Step title="Navigate to Call Lists">
    Go to **Teams** in the main navigation, select **Call Lists** tab, and click **+ Create Call List**
  </Step>

  <Step title="Name Your Call List">
    Give it a clear, descriptive name:

    * ✓ "Full Band - 5 Piece"
    * ✓ "Acoustic Duo"
    * ✓ "Wedding Full Production"
    * ✗ "calllist1" or "team"
  </Step>

  <Step title="Add Positions">
    Click **Add Position**, select from your organization's positions, and repeat for all positions in this configuration.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the Call List">
    Review your configuration and click **Save Call List**. Call list is now available for use.
  </Step>
</Steps>

***

## 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)

**What happens:**

1. John receives the gig invitation first
2. If John declines → Marcus is notified/contacted
3. If Marcus declines → Chris is notified/contacted
4. Continue until someone accepts

***

## Using call lists

### Applying to a new gig

1. Create a new gig with basic details
2. Go to the **Team** section
3. Click **Apply Call List**
4. Select your desired call list
5. 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

1. Go to **Teams** → **Call Lists**
2. See all saved call lists
3. Click any call list to view details

### Editing a call list

1. Open the call list
2. Click **Edit**
3. Modify positions, members, or call orders
4. Save changes

Changes affect future applications—gigs already using the call list are not changed.

### Deleting a call list

1. Open the call list
2. Click **Delete**
3. Confirm deletion

<Note>
  Deleting a call list doesn't affect gigs where it was previously applied.
</Note>

### Duplicating a call list

Create variations based on existing call lists:

1. Open a call list
2. Click **Duplicate**
3. Modify as needed
4. 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    | —        |

**Jazz Quartet**

* Saxophone → Primary + 1 backup
* Piano → Primary + 1 backup
* Bass → Primary + 1 backup
* Drums → Primary + 1 backup

**Acoustic Duo**

* 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  |

**Festival Set**

* 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

**Good names:**

* "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](/organization/teams/overview) — Understanding team management
* [Positions](/organization/teams/positions) — Defining roles
* [Building Teams for Gigs](/features/gigs/team-building) — Staffing events
* [Subscription Plans](/subscriptions/plans) — Feature availability by tier