How a production company runs on Soundcheck
Standardize the roles first, then staff against them at volume. Positions and call lists make staffing repeatable; crew offers let you post open shifts a whole pool can grab; Mailbox keeps every outstanding request in one place; and imports pull an existing book of business in without re-typing it. Inventory tracks the gear, and closeout turns each finished show into a settled, on-the-books record.1
Standardize your position catalog
Define the functional roles your crews fill — FOH and monitor engineers, lighting and backline techs, stage managers, runners — as organization positions. Standard names keep staffing, call lists, and reporting consistent, and members can flag which positions they fill so assignment suggestions are sharper.
2
Staff gigs with call lists and crew offers
For known crews, apply a call list to populate every position with primary picks and backups. For open work, post a crew offer — an open shift several eligible people can accept, or a targeted job offer — from the gig team workflow. A gig’s roster is the union of accepted invitations and accepted offer recipients, so however a seat got filled it shows up in one place.
3
Track every outstanding request in one inbox
Invitations, crew offers, and availability checks all roll into Mailbox. Owners, admins, and gig coordinators get Mailbox at
/org-engagements — a stat strip per request (total recipients, pending, accepted, declined, standby) — so you can spot a stalled offer where everyone declined and act before it’s a problem.4
See who's free before you commit
The crew availability calendar gives schedulers a shared week or month view of who’s marked available, who’s unavailable, and who already has an accepted gig that would conflict — so you avoid double-booking before you ever send an offer.
5
Bring your existing book of business in
Migrating off spreadsheets or another CRM? The operator data importer bulk-loads gigs, venues, customers, and crew invitations from an
.xlsx or .csv, up to 50,000 rows a job. It’s idempotent — matched rows update in place instead of duplicating — and a Preview step shows exact create-vs-update counts before you commit. Partner feeds and AI file ingestion land in the same Universal Event Format.6
Track gear alongside people
Use inventory to track reusable instruments, backline, and production gear. Assign an item to a gig, member, or transport run so your team knows where it’s expected to be, and mark it returned when it comes back — keeping the directory honest for the next booking.
7
Close out and settle
After a show, mark the gig Completed, then Settled once every crew payable has cleared. Closeout reads the gig’s payables and blocks settlement until nothing is still processing — so you can’t close the books on a gig someone’s still owed money on. Organizations that opt in can also enforce the close-out checklist (contract, invoice, payment, feedback), locking settlement behind the business steps too — with an admin override that logs its reason.
Crew offers can create financial obligations: an accepted offer with a positive fee becomes a payable ledger item counted in the gig’s finance totals. Owners and admins manage offer payouts, while gig coordinators keep running operational team and invitation workflows without P&L or payout access — so you can delegate day-to-day staffing without handing over the money.
Crew see and answer offers from My Mailbox
Set this up
Positions
Standardize the roles your crews fill.
Mailbox
One inbox for invitations, offers, and availability.
Operator data imports
Bulk-load your existing bookings in one pass.
Post-event closeout
Complete and settle every finished gig.