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Soundcheck helps entertainment agencies coordinate the people and delivery details for several bookings at once. Keep one gig per engagement, then connect its customer, venue, accepted roster, show schedule, files, and payments. Shared Teams and venue records help with repeat work; each gig keeps its own lineup and instructions.

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Before you begin

  • Use the agency’s organization, with permissions to manage the relevant gigs.
  • Define your positions, such as lead vocals, keys, DJ, sound engineer, and stage manager.
  • Add the people you regularly book, and prepare saved Teams if your plan includes them.
  • Confirm which features are enabled. Leads, availability, and crew offers have plan and organization requirements; see the feature comparison.
CheckAI, Chat, and E-sign are Private Preview, available only to the existing beta tester group. Signup, paid plans, upgrades, support contact, and public demos do not grant access. You can attach an agreed contract as a file without sending it for signature.

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Run a weekend of bookings

1

Create a gig for each engagement

Record the customer, date, timezone, and venue. If you use Leads, convert a qualified booking to a gig and customer. Otherwise create the gig directly. Keep separate engagements as separate gigs so each has its own staffing and money record.
2

Prepare each venue

Link the venue record. Confirm the production contact, stage details, house equipment, load-in, load-out, dock, elevator, and parking. Review event-specific access changes before telling the act when and where to arrive. Use the production-company workflow when the booking also requires technical production.
3

Check the people across all shows

Where enabled, use the crew calendar and staffing view to review accepted bookings and unknown availability. Send availability requests for the relevant days or time windows. An available answer is not a booking; confirm travel and turnaround when considering someone for two calls.
4

Build and send each roster

Apply the appropriate saved Team or build the gig manually. Review positions, call times, recipients, and fees before sending. Use invitations for a named lineup or crew offers when that is the gig’s staffing mode. Track each response in Mailbox and on the gig.
5

Brief the people who accepted

Keep the run of show, setlist, dress notes, charts, and venue access information current on each gig. Confirm that the right people have the information they need; access to full venue contacts and specifications follows role permissions.
6

Close each booking and reconcile the weekend

After delivery, complete each gig’s closeout. Owners and admins review the accepted fees and payouts. Resolve outstanding money before settling the gig. A tour folder can group a related run, but it does not replace each show’s roster and closeout.

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Example: one agency, three Saturday engagements

Fictional example: Cedar & Co. has a hotel reception, a corporate launch, and a late club show. Its regular keys player is proposed for both the reception and the launch. A scheduler reviews the possible overlap instead of treating a clear calendar as proof the travel works. If a player declines, check any configured backup invitation before contacting another replacement. Each gig is covered only when its required people have accepted.

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Next steps

How to staff a gig

Build positions, send work, and track acceptance.

Production companies

Coordinate crew, equipment, venue details, and show schedules.

Corporate & private events

Connect the booking pipeline with event delivery.

Rotating band lineups

Handle a substitute for one local show.