Gigs and rosters

A gig is a call: a date, a place, and the people expected at it.

Creating a gig

Open Entity, switch to the Gigs tab, and choose New gig. Name and a start date are the only required fields — status (draft, announced, completed, or cancelled), end time, timezone, venue, a guest limit, a ticket link, a linked form, and linked Architect projects can all be filled in now or added later from Edit gig. Whatever you type into "Gig info / notes" shows on the gig page itself and on every attendee's day sheet.

A guest limit caps the public RSVP link, not the roster itself: once it's reached, the link shows "At capacity," but staff can still add people from inside the app. A gig can also belong to a collection — a festival or tour spanning several gigs, created from the Gigs tab — which shares its board setup across every gig in it; a gig with no collection is listed under Ungrouped.

A new gig follows your organization's timezone: the Timezone field reads Organization clock, and Starts and Ends are read on whichever clock it shows — each names it after the time, as in "Sep 29, 2026 · 7:30 PM EDT". Pick a zone instead for a gig that happens somewhere else. If your organization has no timezone yet, the form fills in your own and points you to Settings → Organization, where one setting gives every gig the same clock. A gig can't end before it starts: moving the start moves the end with it, and an end before the start is refused.

If you close New gig or Edit gig with something typed that you haven't saved, it asks first: Discard gig (or Discard changes, when you're editing) throws the typing away, and Cancel takes you back to the form with everything still in it. A form you haven't changed closes straight away.

On a computer or a tablet, Calendar beside List shows the gigs as a month. Choose an empty day to start a gig on that date, or the + beside the number of a day that already has gigs; on a touchscreen the + is always showing. A day shows its first three gigs, and +2 more (or however many are left) opens the whole day as a list, in the order its gigs run; choose any gig to open it. With a keyboard, Tab into the month: the arrow keys move between days and weeks, Home and End go to the start and end of the week, and Page Up and Page Down go to the previous and next month. Enter on a day starts a gig on it, and Tab moves through that day's gigs.

A gig's state — on the Gigs list, its card, the calendar and its own page — follows the clock as well as the status you set. An announced gig reads Live while it is on, and any gig reads Ended once its time has passed and it hasn't been marked completed or cancelled; hovering an Ended badge on the list says why, and for a gig still marked announced, Mark completed is on the row's menu. A draft stays Draft on its date — nobody has been told it is on — though its door works as usual. Live and Ended can't be picked: the clock decides them. The legend beside the list explains every colour, with what each state means.

Changing a gig's time, time zone or venue sends a notice to your team, and to everyone on the roster who accepted and has a GIG profile, saying which of those moved; the roster's notice points them to their day sheet. Editing anything else, such as the notes, sends nothing.

Finding a gig

The Gigs list opens on what's coming up: whatever is on right now first, then the soonest gig, then the rest in date order. Choose Past to see gigs that are over — ended, completed or cancelled — newest first, or All for everything. Collections sit in the same order, by their next gig, so the season that is running comes first; in All, collections whose gigs are all over fold into one row that opens them.

To find a particular gig, type part of its name or its venue into the search above the list. Every word you type has to match, in any order, and accents don't matter, so "cafe" finds Café Lumière. If nothing matches in the list you're looking at but something does in the other, the list says how many and offers Show all gigs.

On a phone the list has its own title, Gigs, with how many you have, and New gig beside it. Coming up, it opens on a card for the gig that's on now, or the next one. Each gig has a ••• button at the end of its row with the same choices as on a computer: Mark completed, Copy RSVP link, Move to collection, and Duplicate, Cancel or Delete.

The gig page

The top of a gig's page says what and where: its name, its day and time, the venue (a link to the map when there's an address), and a Tickets link when the gig has a ticket page. The notes show three lines; choose More to read the rest. On a computer the gig's actions sit beside its name — the colour legend, Share & invite, Import from form and the options menu (•••); on a phone the options menu holds Share & invite and Import from form.

Under all that is a bar that stays at the top of the screen as you scroll: the gig's name, the door's number ("12 of 31 in"), whether the page is connected, and the gig's views — Roster, Door, Production, Seating, and Archive once there are archived records. The views are the same on a phone and a computer and always in the same place. Back from any view returns you to the roster. The back link at the very top goes where you came from: the gigs list if you opened the gig there, your home screen if you opened it from the home screen, and otherwise the gig's collection, or the gigs list for a gig in none. The browser tab shows the gig's name too, so several gigs open at once can be told apart.

A collection's page

A collection's page is built like a gig's. At the top are the collection's name, how many gigs it has and the dates they run, and, while one of them is on, Live. On a computer the colour legend, Share & invite and the options menu (•••) sit beside the name; on a phone the options menu holds Share & invite, with renaming the collection, its description and deleting it.

Under the header, choose All to see everyone across the collection's gigs, or pick one gig. With one gig picked, two buttons follow it: Edit gig changes its details in place, and Open gig page takes you to the gig's own page — for its archive, Import from form, and duplicating, cancelling or deleting it — with the back link bringing you here again. On a phone they sit on a line of their own under the picker.

Below that is the same bar as on a gig's page, staying at the top as you scroll: the collection's name, and with one gig picked that gig's door number, whether the page is connected, and the views — Roster, Door, Production and Seating. Opened while you're looking at all the gigs, Door and Seating open the gig that's on now, or the next one, with the others a tap away. On a phone, tapping someone opens their card, as on a gig's page.

Share & invite follows what the page shows. With All gigs it holds the collection's RSVP links and its live board link; with one gig picked, it is that gig's own sheet — its RSVP links, day-sheet links, live board link and seating passes. The collection's links show their close times in the time zone of the gig that's on now, or next, with the zone named, the way the public RSVP page shows them. To add someone who walks up, open Door and search for them: when nobody matches, you can add them and check them in with one button.

Duplicating, cancelling and deleting a gig

The gig's options menu (the ••• key on the gig page) holds three things that change the gig itself, and so does each gig's ••• menu on the Gigs list. They're for anyone who can edit your gigs; contractors don't see them. Deleting a gig from the list keeps you on the list. A copy made from the list keeps the original's linked form; pick its Architect projects again in the form if it had any.

Duplicate gig… starts a new gig from this one — the next night of a run, or next season's version of the same show. It opens the gig form filled in with this gig's details, as a draft: change the name and the date (picking a new day moves the end with it), and choose what comes along:

Production board setup — its tabs and columns, with no one placed.
Seating layout — its sections and seats, with no one seated.
People on the roster — off unless you tick it. Everyone comes across not yet answered, each with a new day-sheet link; their plus-ones, call times, travel and riders stay with the original.

RSVP links, share links and arrivals never come along. Nobody on a copied roster is notified, so send them their day-sheet links when the new gig is ready. The copy joins the same collection as the original, and opens as soon as it's made.

Cancel gig calls the gig off. Straight away, everyone's day sheet and every RSVP link says the gig was cancelled — with the date it was planned for and how to reach your organization — its RSVP links stop taking replies, and the gig page and Door view show arrivals as a record, with no check-in buttons. Someone whose day sheet covers several of your gigs still sees the cancelled one in its place, marked cancelled, and it stays out of the calendar file their sheet offers. GIG doesn't message anyone about it: tell people the way you normally would, or let their day sheets do it. Cancelling can be undone. Undo on the notice puts back exactly the status the gig had; later, Restore gig in the same menu brings it back as a draft, and Edit gig sets it to announced again if it was.

Delete gig… removes the gig for good: its roster, with every RSVP, arrival, travel booking and rider on it, its production board, its seating chart, its archived records, and its RSVP and share links. Anyone who opens one of its day-sheet or RSVP links afterwards is told the link doesn't exist. The people themselves stay in your directory. The confirmation counts what will go and asks you to type the gig's name before Delete gig works, and there is no undo. If you only want to call a gig off, cancel it instead, so the people you invited can see it's off.

Building a roster

Open the gig and choose Add to roster (on a phone, the + beside the roster's search). The dialog offers three ways to add someone: From directory searches your organization's people and adds them one at a time — someone already on the roster shows a checkmark and can't be added twice. Quick add takes a name (required) plus an optional email or phone and looks in your directory first: an email that matches someone, or with no email a full name that exactly one person in your directory has, adds that person under their directory name, and a notice says "Added … from your directory". Anyone it doesn't find is created as a new person in your directory in the same step. From group adds every member of one of your entity groups at once, all in the same role, skipping anyone already on the roster; on a collection's page it adds them to every gig you tick and names any gig that didn't take them. Every add asks for a role — ten ship built in (guest, talent, crew, vendor, VIP, VVIP, media, industry, team, sponsor), plus whatever custom roles your organization has defined from the Gigs tab's options menu → Custom roles, where a name and a color are all it takes to add one.
If the gig has a form linked, choose Import from form instead of adding people one by one. It opens filtered to Accepted submissions — the vetted set — and the filter can be widened to any other status, or to all of them. Pick individual responses or use "Select all shown," then import; anyone already on the roster is listed but locked so a second import can't add them twice.

On a computer or a tablet the roster is a table. Name, Role, RSVP and Arrived are always there; +1s, Call time and Travel appear once anyone on the gig has one, so a gig with no call times doesn't give a column to them. Searching or filtering changes the rows, never the columns. A plus-one sits under the person who brought them. When someone RSVPs with plus-ones but doesn't give their names, each of those plus-ones is listed as "+1 of" followed by that person's name.

Sharing a gig: Share & invite

Everything a gig hands out lives behind one button on the gig page, Share & invite. It opens a sheet with four kinds of link, each saying who it is for:

RSVP links — for anyone: posts, posters, and people who aren't on the roster yet. Whoever opens one can register themselves.
Day-sheet links — one per person already on the roster: their own day sheet, where they answer and find their details. Send these to people you added yourself; a public RSVP link can't confirm someone who is already on the roster.
Live board link — a read-only page of the door list or the whole board, for the people helping you run the night.
Seating passes — until the gig starts, a helper can scan a QR pass to seat guests from their own phone. An owner or admin shows the passes from the seating chart; the sheet's Open seating chart takes you there.

On a collection's page, Share & invite follows what the page shows: the collection's RSVP links and its live board link with All gigs, and the gig's own sheet with one gig picked.

Letting people RSVP themselves

The RSVP links section isn't one link — it's a small list, and several can be active at once. Choose New RSVP link to add one (with no links yet, the form is already open). Each link carries its own:

label, optional, so you can tell links apart,
role, given to everyone who registers through it (a "Media RSVP" link that hands out the media role, alongside a plain one for general guests, is the intended use),
plus-ones allowed, from 0 to 20: how many plus-ones everyone who registers through it may bring,
limit for this link, optional — it can't go above the gig's own guest limit, if one is set, and left blank it leaves the link limited only by the gig,
closes, optional: when the link stops taking RSVPs, picked on the gig's own clock. With no deadline, a link closes when the gig ends. A deadline has to fall before then.

Each link shows how full it is and when it closes — "12 of 40 registered · 1 plus-one allowed · closes Fri, Sep 26, 6:00 PM EDT" — and a badge saying what someone who opens it meets right now: Open, Off, Closed (its deadline has passed, or the gig is over or cancelled) or Full, with a line saying why and what fixes it. Only an open or full link offers Copy; the address shown is the part that tells your links apart, and Copy always copies the whole address.

Choose Edit on a link to change its label, its limit or its deadline in place — the address stays the same, so the link people already have keeps working. The role and the plus-ones stay as the link was made, because people have registered under them; make a new link for a different role.

A link can be turned off without deleting it: an off link is drawn faded, says it isn't accepting RSVPs, and offers Turn on where its Copy was — turning it back on revives the same address. Deleting a link people registered through asks first and says how many: they keep their places, but a deleted link's address can't be brought back.

When you paste an RSVP link into a message, an email or a post, most apps show it as a preview card: your organization's name and logo (a PNG or JPEG logo; any other kind leaves the name on its own), "You’re invited", the gig's name and its date — the collection's name and its dates, for a collection's link — in your organization's theme, with the date on the gig's own clock the way the RSVP page shows it. Nothing else about the gig goes into the card: no venue, deadline or numbers. A link that is off or closed, or whose gig was cancelled, shows a plain card that says only "RSVP invitation". Apps keep a card once they have made it, so after you rename a gig or move its date, a link pasted earlier can show the old details for a while. Day-sheet links never show a card: they are personal, so a pasted one says only "Your day sheet".

Whoever opens an RSVP link gives their name, email and phone number, then answers. The phone number is needed only from people who are coming, so someone who can't make it can leave it blank; a number from outside North America starts with + and its country code. If an answer is missing or mistyped, the page says so under that answer and takes them to it before anything is sent. A link with a deadline states it under the gig's name.

Sending people their own links

Everyone on the roster has their own day-sheet link. In Share & invite, the Day-sheet links section copies them all at once as a table — name, email, RSVP and link — ready to paste into a spreadsheet for a mail merge. Choose who to include first: everyone, or only the people whose RSVP is pending, accepted or declined, so you can chase the people who haven't answered.

Opening a person's card

Click anyone on the roster to open their details. From there you can mark their RSVP, change their role, set a call time, and adjust how many plus-ones they're allowed to bring — this last option is hidden on a plus-one's own row, since a plus-one can't bring plus-ones of their own.

Everything you change on a person's card saves as you go; there is no Save button. A choice saves a moment after you make it, and typing saves once you stop, or as soon as you move to another field or close the card. The top of the card says Saving…, then Saved. If a change can't be saved, the card says "Not saved yet" and what didn't save, with Retry, and it keeps saying so until the change goes through. Closing the card never throws a change away: anything still waiting is sent as it closes, and if it fails after that, a notice stays on screen with Retry. A plus-one you started typing is still there when you open that person again.

Each person's card has its own address. On a phone, Back closes the card and leaves you on the gig, and a notification about someone — an RSVP, a new registration, plus-ones they added — opens their card directly.

If they've RSVP'd through their own day sheet and left a note, it appears here. This note (and, for the talent role only, a rider — free-text notes plus attached files: a PDF, an image in PNG, JPEG, WEBP or GIF, a Word document, or a plain text file, up to 10 MB each) is deliberately not part of the roster list itself. It loads only when you open that person's card, so a large roster stays quick to scroll no matter how many people have left one.

Every attendee also carries their own day-sheet link, shown at the bottom of the panel: the same personal RSVP-and-itinerary link they were sent, with a button to copy it and a Regenerate option that invalidates the old link and issues a new one — use this if a link has leaked or gone to the wrong person. A day-sheet link stays open until 30 minutes after the gig ends (six and a half hours after it starts, for a gig with no end time set), and for someone with a flight or hotel on their sheet, until a day after their last flight or hotel check-out, so the trip home is still on it. Once the gig is over the sheet still shows its details but no longer takes an RSVP. If the gig is cancelled, the link says so instead, with the date it was planned for and how to reach your organization.

A link that has run out, or whose gig was cancelled, still wears your organization's name, logo and theme, and ends on a way to reach you: an Email button that writes to the contact email in your organization's details in Settings — the address replies to your GIG email already go to. With no contact email set, it asks the person to reply to the message the link came in. A closed or cancelled RSVP link does the same. Your organization's phone number is never shown on these pages.

For each flight, Departs and Arrives are picked on the gig's clock unless you set that end's timezone: under each time, Departure timezone and Arrival timezone start on Gig clock, and choosing the airport's zone lets you enter the times exactly as the boarding pass prints them. The day sheet then shows each time on its own airport's clock and names both — "8:00 AM PDT → 3:30 PM EDT". Changing a timezone never moves the flight: the time on the card changes to the same moment on the new clock, so if you entered it on the wrong clock, pick it again.

Checking people in

The bar at the top of the gig page shows the door's number, and it follows the night: "31 expected" before the gig is on, "12 of 31 in" once it is or anyone has arrived, and "12 of 31 marked arrived" afterwards. Expected means everyone who accepted, the plus-ones they're bringing, and anyone already in. Someone who hasn't answered isn't expected, so a line under the number says how many of the expected are plus-ones and how many people are yet to answer. The same number, worked out the same way, shows on the collection page's door, the gig's card and a shared Door list.

Production view and Door view

Two working views sit alongside the roster, reached from the Production and Door views in the bar at the top of the gig page, on a phone and a computer alike:

Production view is a drag-and-drop board — every attendee is a chip that can be sorted into columns. A "Roles" board is created automatically with every gig and places new attendees into a column by their role as they're added, in the role's own colour; you can build others alongside it. A column's header counts who is in it and who has arrived ("3 of 8 in"), and with a limit set it says "limit 10", then "full" or "over by 2" — a limit never stops anyone being added.
Door view is a simplified, big-target list built for checking people in quickly at an entrance, with nothing else on the screen to tap by mistake. It is the same on a phone, a tablet or a computer: the door's number and a search at the top, then everyone with their seat and a Check in button, and plus-ones under the person who brought them. When a search finds nobody, you can add the person as a walk-up and check them in with one button; a name already in your directory is added as that person, and the notice says so. On browsers that allow it, which is most current ones, the screen stays on while Door view is open, so a phone or tablet on the counter doesn't lock between guests. On a collection's page, Door opens the same door for one gig at a time (the one on now or next, if you were looking at all of them), with the collection's gigs to switch between at the top; for privacy it lists nobody until you search, and Back or Roster returns you to the collection.

In Production view, running the board takes one row of controls at the top: a search that finds people the way the door does (accents and all — "chloe" finds Chloé — and a plus-one by the person who brought them), Display for how much each card shows (Compact or Detailed), Filter to show everyone, only those who have arrived or only those who haven't, only people in no column, or chosen roles, and Select to pick several people and then choose a column to add them all. While a filter is on, the Filter key is highlighted and says how many are on. On a phone the same controls are keys beside the search, each opening a sheet.

To place someone on the production board, choose them, then choose a group: they're added to it, and choosing a group they're already in takes them out of it. Choosing Unassigned takes them out of every group on that view. With a mouse you can also drag them onto a group. On a touchscreen tablet the cards don't drag, so a swipe scrolls the column; choose the person, then the group. With a keyboard, press Enter on a person to choose them: each group's name then adds or removes them, and Groups, beside them, lists the same choices. Escape lets go of them. Open, beside the chosen person or in the bar above the board, opens their details; a double-click does the same. Every move shows a notice with Undo. A change that doesn't save is put back and says why, with Retry where it's safe to try again. If a group's numbers are locked, taking someone out of it asks first, because they give up their number: putting them back later gives them the next one, not the one they had. A plus-one sits under the person who brought them, and one whose name wasn't given shows as "+1 of" followed by that person's name.

Building the board is in Set up board, the last key in that row: add a group, add a column for each role you pick with everyone holding that role placed in it, name, reorder, add and delete the board's views, and share the board as a live link. It is all one sheet; a view with no groups offers the same key where its columns would be. People who can only view the board don't see Set up board or Select.

When there are more columns than fit, the edge that has more fades out, and the strip above the board says which groups are in view ("Groups 3–4 of 6") with a key each way to move along. On a phone, or a tablet held upright, the columns are rows you open and close: the board opens on the people still to place, or on the first group with someone in it, and remembers what you open on that device.

Either view can be shared on its own as a public, read-only, expiring link — the Live board link in Share & invite, or Share this board in Production view's Set up board. A Door link shows names, roles and check-in status; a Production link shows the whole board. Each mode keeps one link at a time, with its own close time (a week out by default, changeable at any time with Change), shown on the gig's own clock: the link says whether it is Open and when it closes ("Closes in 2 days · Wed, Sep 30, 3:44 PM EDT"), or that it has Closed. Once a link exists, Copy link puts it on your clipboard and QR code shows it large enough to scan across a doorway; where your device has a share sheet, as most phones do, Share… hands the link to it. A closed link offers none of these until you give it a later close time, which reopens the same address. Regenerate kills the old link immediately and Turn off stops it working for everyone who has it; both ask first. After Turn off, Turn it back on restores the very same address, unless a new link has been made for that mode since.

A shared board carries your organization's name and logo at the top, like every page you send people to, and so does the page someone reaches from a link that has closed or that you turned off: they see whose link it was and who to ask for a new one, not a dead end. A shared Door list shows how many are in against how many are expected — the gig page's own number ("12 of 31 in", each plus-one counting as a person of their own) — and on a link covering several dates, a count for each date, with the gig that's on tonight first and the gigs that are over folded away under one row. Each person's role, seat and columns are on the line under their name, and each plus-one sits under the person who brought them, so searching for a host finds their whole party. Someone who has arrived is marked Arrived beside a check. If a gig is cancelled, its shared board says so. The page checks for changes every minute. If the venue's connection drops, it keeps showing the last list it had, with a line saying it's offline and what time that list is from, and picks up again when the connection comes back.

Deleting a person does not shred your history

A roster keeps its own copy of each attendee's name and contact email alongside the link to their person record. If that person record is later deleted, the past gig still shows who was there. This is deliberate — a completed call sheet is a record of something that happened, and it should survive its people being tidied up.

Removing someone, and bringing them back

Remove from gig, at the bottom of a person's card, takes them off the roster at once, together with any plus-ones they brought, and moves them to Archived records rather than deleting them. The notice that follows has an Undo, and after it has gone, Archived records can still restore them. That view is the Archive tab in the gig's bar, which appears once there's at least one archived row to show.

When someone RSVPs for a seat you already filled

A public RSVP can replace a roster row on its own: if someone staff already added — and who hasn't answered yet — submits their own RSVP through a public link, their self-registered response takes over the entry, and the earlier staff-added row moves to Archived records rather than being deleted.

An archived row isn't gone for good — restoring it replays everything it carried (RSVP, check-in, call time, rider, travel) back onto the roster, brings back the plus-ones who left with it, and puts them back in their seats if those are still free. Board columns aren't restored. Someone you removed keeps their day-sheet link; a row a public RSVP replaced comes back with a fresh one. If the same person is on the roster again by then, restoring swaps them: the current entry moves to Archived records, so nobody is listed twice.