Crew scheduling software for live events
Soundcheck is crew scheduling software for production companies, AV crews and entertainment agencies that schedule crew from their own roster. Each gig holds the positions, who was asked, who accepted, the call times and what everyone is owed.
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Why live events need different scheduling software
General shift schedulers are built for the same people working the same location every week. Live events change venue, call time and crew every show, and the people are often freelancers who can say no. Crew scheduling for events means asking, confirming and replacing people per gig.
How crew scheduling works in Soundcheck
- Add positions to the gig: A1, lighting tech, stage manager, stagehands, players.
- Check who's free on the crew calendar or with an availability request, where your plan includes it.
- Invite crew by hand or from a saved call list, and send invitations together.
- Track responses in Mailbox: pending, accepted and declined.
- Replace a decline by inviting a backup.
- Share call times and the run of show; crew see them in the iOS and Android apps.
- Pay crew for the gig from Finances.
How to choose crew scheduling software
Test with a real show and your real roster:
- Schedule by position, not just by name
- Reuse a lineup for shows you repeat
- See overlaps with other gigs before you confirm someone
- Post open work and see who responds
- Handle a multi-day show with different call times per day
- Check what crew actually see on their phones
Spreadsheets and group texts vs. crew scheduling software
Texting each person, waiting, chasing, and copying answers into a spreadsheet works for one show. It breaks when you're staffing several shows at once or replacing someone the night before. Soundcheck keeps the asking and the answers on the gig, so the schedule is always the current one.
Who it's for
- Production companies and AV crews scheduling load-in, show and strike
- Entertainment agencies filling lineups across several shows on the same weekend
- Tour managers and bandleaders rotating players and crew per date
Who it's not for
- Hourly workforce scheduling with time clocks and payroll exports
- Temp-staffing marketplaces hiring from the public
FAQ
How does Soundcheck schedule crew for live events?
Soundcheck schedules crew by position on each gig, tracks pending, accepted and declined invitations, and shares call times with crew. Availability requests and saved call lists depend on the plan.
Is an availability answer a confirmed booking?
No. In Soundcheck, an availability response is not a commitment. The crew member must accept the actual invitation or offer.
Does Soundcheck prevent double booking?
Soundcheck warns about recorded gig overlaps, but does not hard-block every booking. A scheduler must review the warning and confirm with the crew member.
Can crew answer on their phones?
Yes. Soundcheck's iOS and Android apps let crew answer invitations, offers and availability checks, and receive push notifications for gig changes.
Can I import my crew list?
Yes. Soundcheck supports CSV imports for people and other records. See Migrate to Soundcheck.
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Related: Event crew management software · Event staffing software · Call sheet software · Crew payout software