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What is team management?

Team management in Soundcheck encompasses everything related to the people who make your performances happen:
  • Positions — The roles and jobs that need filling
  • Members — The people in your organization
  • Assignments — Connecting people to positions for specific gigs
  • Call Lists — Saved configurations with priority ordering for quick staffing

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Core concepts

People who belong to your Soundcheck organization:
  • Have Soundcheck accounts
  • Can access shared resources
  • Receive in-app and email notifications
  • Build history within your organization
People you work with who don’t have Soundcheck accounts:
  • Receive invitations via email only
  • Can respond to gig invitations
  • Useful for one-time collaborators or subs
Defined roles your organization uses:
  • Lead Vocals, Guitar, Bass, Drums, Keys
  • Sound Engineer, Lighting Tech
  • Tour Manager, Stage Manager
  • Any custom roles you need
The connection between people and positions for a specific gig:
  • Who is playing what role
  • Performance fee for that assignment
  • Invitation status (pending, accepted, declined)

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How it works together

Organization
├── Positions (defined roles)
│   ├── Lead Vocals
│   ├── Lead Guitar
│   ├── Bass
│   └── Drums
│
├── Members (people)
│   ├── John (plays Lead Guitar, Bass)
│   ├── Sarah (plays Lead Vocals, Keys)
│   └── Mike (plays Drums)
│
└── Gig: "Friday Night Show"
    └── Team Assignments
        ├── Lead Vocals → Sarah (Accepted)
        ├── Lead Guitar → John (Pending)
        ├── Bass → [External: Tom] (Accepted)
        └── Drums → Mike (Accepted)

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Key features

Position Management

Define and organize all roles your organization needs. Create standard positions, set default descriptions, and use across all gigs.

Call Lists

Save time with reusable team configurations and priority ordering. Define call order for each position and apply to gigs with one click. Available on Pro tier.

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Invitation system

Coordinate availability and confirmations:
  • Send invitations with gig details
  • Include performance fees
  • Track responses in real-time
  • Manage backup assignees

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Member profiles

Know your team’s capabilities:
  • Positions each person plays
  • Contact information
  • Gig history
  • Availability preferences

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Team management workflow

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Setup phase (one-time)

1

Define Positions

Create all roles your organization uses. Add descriptions if helpful. This is your master list.
2

Add Members

Invite people to your organization. They create Soundcheck accounts. Set their roles (admin, member).
3

Set Member Positions

Each member indicates what they play. Helps with assignment suggestions.

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Per-gig workflow

1

Create the Gig

Basic event details
2

Build the Team

Add positions needed for this gig. Assign members to positions. Set performance fees.
3

Send Invitations

Team receives notification. They respond (accept/decline/tentative).
4

Manage Responses

Track who’s confirmed. Handle declines with backups. Finalize lineup.

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Who can manage teams?

ActionOwnerAdminMember
Create positions✓✓—
Edit positions✓✓—
Invite org members✓✓—
Assign to gigs✓✓—
View team assignments✓✓Own gigs
Respond to invitations✓✓✓
Create call lists✓✓—

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Benefits of organized team management

Efficiency

  • Quick assignment with call lists
  • Searchable member database
  • Position suggestions based on skills

Clarity

  • Everyone knows their role
  • Clear fee agreements upfront
  • Documented assignment history

Professionalism

  • Formal invitation system
  • Consistent communication
  • Trackable confirmations

Flexibility

  • Mix internal and external team members
  • Backup assignees for reliability
  • Easy substitutions when needed

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Best practices

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Keep positions current

  • Review and update position list periodically
  • Remove roles you no longer use
  • Add new positions as needs evolve

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Maintain member information

  • Encourage profile completion
  • Keep contact info updated
  • Track position capabilities

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Use call lists

  • Create call lists for regular configurations
  • Update when lineups change
  • Saves significant time

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Send invitations early

  • Give team time to plan
  • Allows for finding substitutes if needed
  • Shows professionalism

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Communicate changes

  • Update team when gig details change
  • Notify if lineup shifts
  • Keep everyone informed

Positions

Defining roles and responsibilities

Call Lists

Reusable team configurations

Members

Managing your roster

Team Building

Staffing specific events